Overview
Assists in the coordination of projects and programmes, and supports the planning, operational organization, and logistics of Secretariat meetings. Provides general office support and performs data-related responsibilities.
Key Responsibilities
- Assisting in project planning and preparation work; monitoring status of programme/project proposals and receipt of relevant documentation for review and approval.
- Creating and processing grants and partners’ information, including due diligence and agreements, in the Partnership Portal, as necessary.
- Reviewing project documents, especially budgets and agreements, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifying inconsistencies; distributing project documents to relevant parties upon approval.
- Serving as the focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with the units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, payments, disbursement of funds, procurement of equipment and services.
- Processing the procurement of goods and services for a value of up to 10,000 USD, raising shopping Carts in Umoja for further processing and preparing the payment of invoices.
- Compiling, summarizing and entering data on projects; drafts related status reports, identifying shortfalls in delivery, budget overruns, and bringing them to the attention of management.
- Organizing meetings and workshops, including travel and logistics arrangements.
- Serving as the focal point for administrative coordination of meetings, involving extensive liaison with the units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, payments, disbursement of funds, procurement of equipment and services.
- Preparing the meeting webpage and registration form and managing registrations; preparing participants lists.
- Supporting the translation of documents and making documents available for interpreters and chairs.
- Ensuring documents and reports meet the UN document standards, including formatting, translating short texts and posting documents online.
- Supporting podium, Secretariat Staff and participants during meetings.
- Reviewing, logging and routing incoming and outgoing mailing and correspondence; managing the organization’s e-mail account, formatting and sending notifications and correspondence.
- Drafting meeting invitations and correspondence on a range of issues for clearance and preparing and updating periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets.
- Responding to complex information requests and inquiries.
- Setting up and maintaining contacts, files and records.
- Utilizing and maintaining various document databases and systems.
- Prepares files for meetings and missions.
- Providing guidance to new staff.
- Assisting with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assisting with visualizations and updating information material such as web pages or brochures.
- Performing other duties as assigned.
Required Experience
- A minimum of five (5) years of experience supporting programme or project coordination, general administration or related area is required.
- The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first level university degree or higher.
- Experience working with an Enterprise Resource Planning (ERP) system such as SAP is required.
- At least two (2) years of experience working in the secretariat of a multilateral environmental agreement is desirable.
- Experience working within the United Nations common system or similar international organization is desirable.
- Experience in successfully organizing and coordinating meetings with different stakeholders is desirable.
- One (1) year or more of experience in data analytics or related area is desirable.
Qualifications
- High school diploma or equivalent is required.
- Supplementary training in Administration or related area is desirable.
