Administrative Assistant, G.5 (6 months maternity coverage), Local recruitment

Organizational Context

The Climate Risk and Early Warning Systems (CREWS) Initiative is a specialized financing mechanism supporting Least Developed Countries (LDCs) and Small Island Developing States (SIDS). The CREWS Secretariat, hosted by the WMO, is established to support the work of the Steering Committee and is accountable to the Steering Committee for the performance of its functions. It is composed of a small team of professional and administrative staff led by a Director. The position of Administrative Assistant will be part of the CREWS Secretariat and reporting directly to the Director of CREWS and will support the administrative functions of the team.

Job Purpose

To provide administrative and secretarial support to ensure the efficient day-to-day functioning of the CREWS Secretariat, including assisting in the monitoring of budgetary expenditures and maintaining related records. This role also involves assisting in the preparation, logistics, and follow-up of CREWS meetings, events, and missions, as well as managing correspondence and maintaining filing systems.

Responsibilities

Provide administrative and secretarial support to ensure the efficient day-to-day functioning of the CREWS Secretariat, including assisting in the monitoring of budgetary expenditures and maintaining related records. Assist in the preparation, logistics, and follow-up of CREWS meetings, events, and missions, including drafting routine documentation and coordinating with relevant stakeholders. Receive, register, screen, route, and track incoming and outgoing correspondence; follow up on deadlines and compile inputs for the Director’s approval in accordance with established procedures. Maintain organized filing systems (electronic and physical), mailing lists, and relevant databases, ensuring that information is accurate and regularly updated. Draft, edit, proofread and finalize correspondence and documents, ensuring consistency with standard formats, templates, and editorial guidelines within the time limit prescribed for the tasks; Produce correspondence, documents, presentations, spread-sheets, meeting forms, travel authorizations, reports, etc., in line with established standards and timelines. Update and maintain the CREWS web pages and databases with accurate and timely information. Perform other related administrative and secretarial duties as assigned.

Work Experience

A minimum of five years of experience in administrative services, finance, accounting, audit, human resources or related area. Knowledge of UN administrative rules and regulations is desirable.

Skills

Communication & Influence, Collaboration & Team Dynamics, Inclusive Mindset & Cultural Awareness, Decision Making & Problem Solving, Integrity & Accountability, Innovation & Digital Agility, Stakeholder Understanding & Engagement.

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