Administrative Assistant Support

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Description

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Result of Service

Smooth and efficient operation support for the Regional Office for the Americas and the Caribbean, ensuring the day-to-day activities to run seamlessly, allowing managers and teams to focus on their core tasks. As such, it is expected that the successful candidate, will work with a minimal amount of supervision; independently provide accurate reports and/or records in the areas of work programming, personnel administration and other administrative functions.

Duties and Responsibilities

Background Created in December 1999, the United Nations Office for Disaster Risk Reduction (UNDRR) is the designated focal point in the United Nations system for the coordination of efforts to reduce disasters and to ensure synergies among the disaster reduction activities of the United Nations and regional organizations and activities in both developed and less developed countries.

Led by the United Nations Special Representative of the Secretary-General for Disaster Risk Reduction (SRSG), UNDRR has over 140 staff located in its headquarters in Geneva, Switzerland, and in regional offices. Specifically, UNDRR guides, monitors, analyses and reports on progress in the implementation of the Sendai Framework for Disaster Risk Reduction 2015-2030, supports regional and national implementation of the Framework and catalyzes action and increases global awareness to reduce disaster risk working with U.N. Member States and a broad range of partners and stakeholders, including civil society, the private sector, parliamentarians and the science and technology community. Duties and Responsibilities The individual contractor will work under the overall guidance of the Associate Administrative Officer.

The working environment entails working collaboratively with the UNDRR Regional Office for the Americas and the Caribbean for the successful achievement of the responsibilities and assigned tasks. Within delegated authority, the individual contractor will be responsible for the following duties:

• Drafts routine correspondence to respond to enquiries in respect to relevant administrative matters.
• Coordinates extensively with service units and liaises frequently with internal team members at regional office for the Americas and the Caribbean.
• Provision of general administrative support in the coordination of virtual and in-person meetings (invitation and confirmation), logistic notes and follow-up on requests from the organizers and participants.
• Request for quotations, create comparative charts with the detail of providers, product/ services and amount, and their proper file in the Admin Teams folder.
• Follow up in the documents requested to consultants for their contract issue and their proper file in the Admin Teams folder.
• Performs other related administrative duties, as required (e.g. operational travel programme, support for calendar management, monitoring accounts and payment to vendors; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, workshops, conferences and translations).
• Support the logistic organization of the Early warning for all multi stakeholder’s forum and the VI Ministerial meeting in Saint Kitts and Nevis in December 2024.
• Organization of the ECHO thematic groups webinars and European Union Memorandum of Understanding meetings.

Qualifications/special skills

• A high school diploma or equivalent is required. Certification in Administration, Events Management, or Human Resource Management is desirable.
• A minimum of three (3) years of professional experience related to administrative areas is required. Experience working with UN entities or any other similar international organization is desirable.

Languages

• Fluency in English and Spanish is required.

Source: https://careers.un.org/jobSearchDescription/243674?language=en

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