Team Assistant (Temporary)

The Team Assistant provides a wide range of office support, administrative, and finance functions within the United Nations Office for Disaster Risk Reduction. This temporary position supports resource planning and management projects, travel module implementation, and general administrative tasks to ensure smooth operations in disaster risk reduction programming.

Responsibilities

• Performs a wide range of office support, administrative, and finance functions.
• Supports Chief Resources Planning and Management on the implementation of various resources planning and management projects related to extra budgetary programming.
• Supports Chief Resources Planning and Management Section on the roll out and implementation of the UNDRR Travel module and ensures time and attendance records align with travel module data.
• Responds or drafts responses to routine correspondence and other communications; produces a wide variety of large, complex documents and reports in disaster risk reduction.
• Monitors processes and schedules related to the unit’s outputs, products, tasks, ensuring compliance with legal, financial and other requirements.
• Researches, compiles and organizes information and reference materials for reports including financial reports, work plans, studies, briefings, meetings/conferences.
• Generates standard statistical and other reports using various databases.
• Assists in maintenance of websites such as UNDRR SharePoint by scanning, converting and posting documents.
• Maintains calendar/schedules and communicates relevant information to staff.
• Performs data entry and extraction functions in disaster risk reduction.
• Updates and maintains large distribution lists; prepares and distributes materials and reports; coordinates printing, translation, shipment, and courier services.
• Performs general administrative tasks including leave and attendance recording, meeting arrangements, reservations, budget follow-up, and processing administrative requests/documents.
• Updates substantive units with financial status of operationally closing projects and follows up for timely clearance of outstanding balances.
• Supports obtaining information on status of open financial obligations requiring clearance.
• Assists with data collection, analysis, and preparation of presentations and reports for information sharing and decision making.
• Initiates claims and payment requests submitted to accounting and finance officers.
• Maintains staff list on MS Teams/SharePoint.
• Performs other duties as assigned.

Requirements

• High school diploma or equivalent is required.
• A minimum of three (3) years of progressively responsible experience in administrative services or other related area is required.
• The minimum years of relevant experience is reduced to one (1) for candidates who possess a first-level university degree or higher.
• At least 3 years of experience supporting senior managers in disaster risks reduction programming is required.
• Experience supporting decentralized teams in resources planning and management associated with extra budgetary programming is required.
• Experience using Enterprise Resource Planning system such as Umoja or similar for administrative and financial operations, is desirable.
• Experience working in international organizations such as the United Nations is desirable.
• Experience in time and attendance monitoring and recording is desirable.
• English is required at UN Level II for reading, writing, listening, and speaking.
• Either French, Spanish, Arabic, Chinese (Mandarin), or Russian is desirable at UN Level I or II depending on language.

Skills

• Administrative Services
• Disaster Risk Reduction
• Resource Planning
• Financial Operations
• Enterprise Resource Planning
• Umoja
• Time and Attendance Monitoring
• Travel Module Implementation
• Office Support
• Budget Management

Languages

English, French, Spanish, Arabic, Chinese (Mandarin), Russian