Team Assistant

10-07-ISDR-XB-G-4 (Recirculation - original closing date 23 March 2010)

Responsibilities:

General Administration

•Prepares processes and follows-up on administrative arrangements and forms related to the official travel of staff as well as participants sponsored by UNISDR, Sub-Regional Office in Kobe.
•Assist in the project planning, implementation, monitoring and evaluation; act as focal point in the Section. Prepare, process and follow-up on requests for issuance/revisions of letters of authorization. Assist in the preparation and compilation of progress and terminal reports for submission to donors.
•Maintain files of rules, regulations, administrative instructions and other related documentation.
•Perform other related administrative duties, as required, e.g., consolidate travel programme plan and submit e-travel requests; monitor accounts and payment to vendors and individual contractors for services
•Provide secretariat, administrative, logistics support to activities, seminars, meetings, conferences and regular activities of the office including prepare meeting summary reports.
•Coordinate extensively and liaise frequently internally and externally with relevant offices.
•Screen phone calls and summary the office telephone bills, monitor stationary stock and office inventory.
•Drafts routine correspondence.
•Acting as UNISDR focal point to coordinate with IT and Security Services Sections, UNESCAP.
•Perform other related duties, as required.

Finance and Payment

•Initiate IMIS pre-encumberance documents for requisitions for goods and services ensuring correct objects of expenditure and availability of funds.
•Inspect to goods and services provided by selected vendors and prepare the payment if required.
•Proceed payment requests to vendor and other related actions

Human Resources Management

•Process, monitor, review and follow-up on actions related to the administration of the Section’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. Prepare draft consultants contracts and amendments as well as payment documents.
•Maintains and reviews organizational staffing tables; prints and reviews IMIS reports.
•Monitor staffing table and prepare relevant statistical data/charts.

Competencies:

Professionalism – Knowledge of general office and administrative support including 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 and 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

Teamwork – Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Communications – Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Qualifications:

Education:Completion of secondary education required. First level university degree in business administration, or a related field is desirable

Work Experience: A minimum of four years of progressively responsible experience in administrative services, finance, technical cooperation planning and implementation is desirable. Experience within the UN system is an advantage

Language:English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Japanese is required. Knowledge of another official United Nations language is an advantage.

Other Skills: Familiarity with standard office computer programme, i.e. MS Words, Excel and PowerPoint. Knowledge of IMIS and Lotus notes are preferable.