TEAM ASSISTANT (Temporary)

Organizational Context

The United Nations Office for Disaster Risk Reduction (UNDRR), established in 1999, is the UN system's focal point for coordinating disaster reduction efforts and ensuring synergies among related activities. It guides, monitors, and reports on the Sendai Framework, supporting its implementation and raising global awareness. The office has over 160 staff globally, with its headquarters in Geneva. This temporary role is within the Finance Unit of the Resource Planning and Management Section.

Job Purpose

This temporary role serves as a Team Assistant within the Finance Unit of the UNDRR's Resource Planning and Management Section. The incumbent will provide essential office support, administrative, and finance functions to ensure the smooth operation of the unit. Key responsibilities include managing correspondence, documents, and schedules, verifying compliance with financial and legal requirements, and compiling information for reports. The role also involves generating statistical reports, proofreading and editing documents, and providing secretarial and logistical support for meetings and conferences. Additionally, the position contributes to website maintenance, presentation material preparation, data entry and extraction, and managing mail and distribution lists. The Team Assistant will also assist in processing administrative requests and claims, maintaining electronic files and databases, and supporting the financial status updates of projects, ensuring timely clearance of outstanding balances and obligations.

Responsibilities

The Team Assistant will perform a wide range of office support, administrative, and finance functions. This includes responding to correspondence, producing complex documents, and monitoring processes and schedules. The role involves verifying the accuracy of documents and approvals to ensure compliance with legal and financial requirements. Responsibilities extend to researching and compiling information for reports, generating statistical reports, and proofreading/editing texts. The incumbent will provide secretarial, administrative, and logistics support for meetings and conferences, assist with website maintenance, and prepare presentation materials. Key tasks also include managing calendars, performing data entry and extraction, processing mail, and updating distribution lists. The role supports the Chief of Section with general administrative tasks, processing administrative requests, and following up on budget-related matters. Furthermore, the position assists in tracking the financial status of projects, obtaining information on open financial obligations, and supporting data collection and analysis for reports and decision-making. Initiating payment requests and maintaining electronic files and databases are also core duties.

Work Experience

A minimum of three years of progressively responsible experience in administrative services or a related field is required. This minimum is reduced to one year for candidates with a first-level university degree. Experience with Enterprise Resource Planning systems (e.g., Umoja) for administrative and financial operations is mandatory. Experience in preparing data for presentations and reports using spreadsheet software is desirable, as is experience working within international organizations like the United Nations.

Skills

Professionalism, Teamwork, Client Orientation, knowledge of general office and administrative support, administrative policies and procedures, financial rules and regulations, record keeping, data interpretation, communication, document production, scheduling, compliance verification, research, report generation, proofreading, editing, website maintenance, presentation preparation, data entry, data extraction, mail processing, database management, financial tracking, and data analysis.

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