Overview
Performs a wide range of office support, administrative, and finance functions within the Resource Planning and Management Section. Supports the implementation of various resources planning and management projects and the UNDRR Travel module.
Key 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. Ensure time and attendance records are in line with the travel module data.
- Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports in the area of disaster risk reduction.
- Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
- Researches, compiles and organizes information and reference materials from various sources for reports including financial reports and extractions, work plans, studies, briefings, meetings/conferences, etc.
- Generates a variety of standard statistical and other reports, work orders, etc., using various databases.
- Assists in the maintenance of websites such as UNDRR sharepoint by scanning, converting and posting a variety of documents onto the site.
- Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
- Performs data entry and extraction functions in the area of disaster risk reduction.
- Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
- Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
- Updates substantive units with financial status of operationally closing projects and sends follow-up for action and timely clearance of all outstanding balances
- Supports in obtaining information from substantive units on status of open financial obligations that require clearance including confirmation of UNDP provision of services under Service Clearing Account.
- Assists 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.
- Initiates various claims and payment requests submitted to accounting and finance officers
- Maintains staff list on MS teams/ share point, etc.
- Performs other duties as assigned.
Required Experience
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.
Qualifications
High school diploma or equivalent is required.
