Overview
The Coordination & Administrative Assistant will provide coordination and administrative support for project teams to facilitate activities effectively, working closely with the country team and reporting to the Head of UN-Habitat Yemen office.
Key Responsibilities
- Coordinate and meet with community leaders and members and convene meetings in project target areas.
- Assist in initiating community outreach activities, i.e., facilitating beneficiary selection processes.
- Inform project stakeholders on project activities.
- Facilitate regular field visits.
- Assist the team and partners to identify projects and needs related to project components.
- Assist in coordinating with relevant agencies and institutional counterparts where necessary, and ensure follow-up actions.
- Liaise with government counterparts and stakeholders, coordinate and schedule meetings, and sustain strong professional relationships with them.
- Provide administrative support for conferences, workshops and retreats.
- Follow up on deadlines, commitments and actions, coordinating the collation and submission of reports as required.
- Assist in record keeping and data entry.
- Compile and organize information for periodic audits.
- Contribute to office management and procurement, including travel support.
- Prepare documentation for security clearances.
- Support travel transaction processes, including requests for visas, identity cards, and other documentation for personnel, UN officials and visitors, ensuring compliance with UN rules and regulations.
- Arrange hotel reservations and organize pickups, hospitality, protocol customs, and immigration support for visiting officials.
- Provide timely updates to individuals or units on administrative steps, project file status, and pending issues.
- Support overseeing external transportation service contractors, including performance monitoring and invoice processing.
Required Experience
- Minimum of 2 years of relevant experience in coordination and facilitation of field activities.
- Relevant experience in administration, logistics, operations or related areas.
- Experience in the use of collaboration and productivity tools (MS Office, G-Suite, etc.) requires.
- Desired: Experience working in multicultural environments or UN system organizations in a developing country.
- Good interpersonal, networking and communication skills.
- Experience working in development or humanitarian contexts.
Qualifications
• Secondary school (or equivalent) with 4 years of relevant experience OR Bachelor’s degree (or equivalent) in Business Administration, development or other disciplines with 0 years of relevant experience is required.
