Project Assistant

Organizational Context

The United Nations Regional Centre for Peace, Disarmament and Development in Latin America and the Caribbean (UNLIREC) operates as the UN Office for Disarmament Affairs' operational arm. Its mandate is to support Member States in the region with initiatives for peace, disarmament, and economic and social development, focusing on regional disarmament efforts.

Job Purpose

The Project Assistant will provide crucial administrative and programmatic support to UNLIREC's Programme Unit. This role involves managing day-to-day administrative tasks, including travel arrangements, expense processing, and event organization. The assistant will also contribute to the implementation of program activities by coordinating workshops, liaising with national focal points and UN agencies, and ensuring quality control of communications. Furthermore, the position supports procurement processes, knowledge management through file systematization and dissemination of lessons learned, and general administrative liaison with the Executive Office.

Responsibilities

The Project Assistant will support the Programme Unit in daily administrative tasks, including managing travel, visas, expense statements, and requisitions. They will organize official receptions and meetings, handling all logistical arrangements. The role involves assisting in the implementation of program activities by coordinating workshops, seminars, and courses, liaising with national focal points and UN agencies, and developing practical tools for activity implementation. The assistant will ensure quality control of outgoing communications, draft correspondence, and provide input for donor reports. Additionally, they will support procurement processes and contract preparation according to UN regulations, manage electronic file administration and storage, and contribute to disseminating institutional knowledge and lessons learned.

Work Experience

A minimum of five years of relevant work experience is required, specifically in program/project areas, organizing events, workshops, and seminars, including logistics and travel. Experience with UN procurement and administrative procedures is necessary. Experience within the UN system or international organizations is desirable. Strong organizational, communication, and interpersonal skills, proficiency in MS Office, and the ability to manage multiple tasks are essential.

Skills

Key competencies include professionalism, planning and organizing, effective communication (written and spoken English and French), and teamwork. Specific skills required are in administration, logistics, and procurement. The candidate must demonstrate good judgment, the ability to manage priorities, work effectively in a multicultural environment, draft accurate documentation, manage tasks under pressure, and work both independently and collaboratively.

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