Duties and Responsibilities
Ensures
effective and efficient functioning of the DRR (P) & DRR (O) office
focusing on achievement of the following results.
- Manage the DRR-P and DRR-O offices, ensure an
environment of professionalism and teamwork environment at all times, and
set exemplary standards of conduct for the CO team;
- Manage DRR-P & DRR-O schedules efficiently
and discretely with due regard to a balanced load, ensure punctuality, and
help maintain a professional CO image and conduct for the CO team of
support staff;
- Organize regular and ad-hoc meetings taking
minutes and summarizing actions for follow up by the DRR-P and DRR-O.
- Screen all incoming communications, establish
priorities, and advise DRR-P/DRR-O filter outgoing correspondence for
DRR-P/DRR-O signature, clearance, and further action by other staff;
wherever possible.
- Adherence to appropriate protocol and
correspondence guidelines by CO team when communicating with Government
and other external partners.
- Use of automated office management system
Ensures effective communications and administrative support to the office, focusing on achieving following results.
- Initiatives to handle routine matters in close
consultation with the DRR-P and the DRR-O
- Maintenance of the filing system (digital or
hardcopy) ensuring safekeeping of confidential materials. Use of automated
filing system.
- Information sharing between UNCT and the UN
Coordination Unit.
- Up-to-date information and data on UN country
team, UN thematic groups’ activities and initiatives.
- Drafting of routine correspondence, informal
translations, interoffice circulars, general briefing notes, documents,
reports, and minutes of meetings when requested.
- Conduct of information search and research as
required.
- Arrangements and contacts for DRR-P and DRR-O
travel, including preparation of agenda and schedules, confirmation of
appointments, briefing materials, etc.
- Administration of travel, meetings, appointments
and briefings of DRR-P and DRR-O. Including drafting of background notes.
- Maintenance of Teams’ status reports, best
practices, lessons learned, publishing on section intranet and compiling
of information for resource mobilization and communications officers.
- Support to organization of advocacy events if
required
- Ensures facilitation of knowledge building and
knowledge sharing in the CO focusing on achievement of the following
results.Sound contributions to knowledge networks and communities of
practice.
- Organization of trainings for the operations/
projects staff on programme.
- Maintain organized records of DRR-P & DRR-O
offices, meetings activities case studies, human-interest stories,
photographs, and other relevant documents that can be drawn upon in
support of knowledge sharing and advocacy.
Required Skills and Experience
Education:
- Secondary education is required, or
- University Degree in Business Administration,
Public Administration, or equivalent field will be given due
consideration, but it is not a requirement.
Experience:
- Minimum of 5 years (with high school diploma) or
2 years (with bachelor’s degree) of progressively responsible
administrative or project experience is required
How to Apply
