Team assistant (administration), individual contractor

ISDR/IC/15/2012

Background

Created in December 1999, the United Nations Office for Disaster Risk Reduction and secretariat of the International Strategy for Disaster Reduction (UNISDR) is the designated focal point in the United Nations system for the coordination of disaster reduction and to ensure synergies among the disaster reduction activities of the United Nations and regional organizations and activities in socio-economic and humanitarian fields. Led by the United Nations Special Representative of the Secretary-General for Disaster Risk Reduction, UNISDR has around 100 staff located in its HQ in Geneva, Switzerland, and 5 regional offices and other field presences. Specifically, UNISDR coordinates international efforts in disaster risk reduction, and guides, monitors and reports on the progress of the implementation of the Hyogo Framework for Action; campaigns to create global awareness of disaster risk reduction benefits and empower people to reduce their vulnerability to hazards; advocates for greater investments in disaster risk reduction to protect people's lives and assets, and for increased and informed participation of men and women in reducing disaster risk; and informs and connects people by providing practical services and tools such as Prevention Web, publications on good practices, and by leading the preparation of the Global Assessment Report on Disaster Risk Reduction and the organisation of the Global Platform for Disaster Risk Reduction.

In partnership with the World Meteorological Organization (WMO) and with the support of the European Commission, UNISDR Europe will implement the regional Disaster Risk Reduction intervention “Building Resilience to Disasters in Western Balkans and Turkey”. In the context of the implementation of the project, UNISDR Europe is seeking for a Team Assistant, who will be recruited through UNDP Brussels on an individual contractor basis.

Duties and responsibilities

Under the overall guidance of the Programme Officer responsible for the implementation of UNISDR activities in the Western Balkans and Turkey, and under the supervision of the Administrative Assistant, the Team Assistant will:

• Provide general office support services to help ensure the smooth functioning of an organizational unit.
• Use standard word processing package to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards.
• Proofread written products for completeness and grammatical and typographical accuracy.
• Maintain calendar/schedules; monitor changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Review, record, route and/or process mail or other documents; gathers pertinent background material; tracks and monitors follow-up action as required.
• Receive phone call and visitors, and respond to routine inquiries and information requests, including drafting routine written responses, or routes to appropriate personnel for handling as required.
• Maintain files (both paper and electronic) and databases for work unit.
• Update and maintain large distribution lists; assemble documents, reports and other materials for global dissemination, where possible using electronic formats; coordinates courier services.
• Perform basic data entry and extraction functions.
• Check accuracy of simple calculations, codings, data, etc.
• Perform a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g. travel requests, expense claims, vouchers, visa applications, etc.).
• Photocopy a variety of documents and other materials.
• Operate and maintain a variety of office equipment in the performance of basic office functions, e.g. photocopier, facsimile, printer, scanner, etc.
• Deliver urgent mail/messages.
• Perform other duties as assigned.

Competencies

• Professionalism: Knowledge of general office and administrative support. Knowledge of administrative policies, processes and procedures. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

• Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Qualifications

Education

• Completion of secondary school or its equivalent commercial school.

Work experience

• At least 2 years of administrative experience.

Languages

• Fluency in written and spoken English. Working knowledge of French is required. Knowledge of other languages spoken in South Eastern Europe is an advantage.

Other desirable skills

• Proficiency in computer applications such as MS Word, Excel etc.