Team Assistant
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 Resource Planning and Management Section.
Job Purpose
This temporary role supports the Resource Planning and Management Section within the United Nations Office for Disaster Risk Reduction (UNDRR). The incumbent will perform a wide range of office support, administrative, and finance functions, contributing to the section's operational efficiency. Key responsibilities include supporting resource planning and management projects, assisting with the implementation of the UNDRR Travel module, and ensuring accurate time and attendance records. The role involves drafting correspondence, producing complex documents, monitoring processes, and maintaining schedules. Additionally, the position supports data management, website maintenance, and general administrative tasks to facilitate the smooth operation of the section and its contribution to disaster risk reduction efforts.
Responsibilities
The Team Assistant will perform diverse office support, administrative, and finance functions. This includes supporting resource planning and management projects, particularly those related to extra-budgetary programming, and assisting with the rollout and implementation of the UNDRR Travel module, ensuring accurate time and attendance records. The role involves responding to routine correspondence, producing complex documents, and monitoring processes and schedules to ensure compliance with relevant requirements. Responsibilities also include researching and compiling information for reports, generating statistical reports, and assisting with website maintenance by posting documents. The incumbent will manage calendars, perform data entry and extraction, update distribution lists, and coordinate the distribution of materials. General administrative tasks such as leave recording, meeting arrangements, budget follow-up, and processing administrative requests are also key. Furthermore, the role involves updating substantive units on project financial status, supporting the clearance of financial obligations, and assisting with data collection and analysis for reporting and decision-making.
Work Experience
A minimum of three years of progressive 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 or higher. Experience supporting senior managers in disaster risk reduction programming is essential. Experience with decentralized teams in resource planning and management for extra-budgetary programming is also required. Experience with Enterprise Resource Planning systems like Umoja and working in international organizations are desirable.
Skills
Professionalism, Teamwork, Client Orientation, knowledge of general office and administrative support, understanding of financial rules and regulations, ability to maintain accurate records, data review and interpretation, effective communication, and organizational skills.