As part of a unit team, the incumbent will perform a variety of secretarial, coordinating, monitoring and administrative services in support of project/programme activities, as follows:
1. Draft correspondence and documents based on written/verbal prompts from the Professional staff of the unit(s) and Country Office. Independently compose and finalize correspondence of an administrative nature. Revise unit correspondence, reports, and documents for proper form and (non-technical) content. Take notes at meetings. Type reports and other documentation. Arrange duty travel.
2. Scan, record, refer and follow up correspondence and documents, evaluate the urgency or critical nature of items, and bring them to the attention of the responsible staff. Inform and remind responsible staff of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate. Periodically update supervisor and team members on the program implementation status, and potential issues and opportunities.
3. Using ERP system (GSM) and other corporate tools, monitor aspects of the implementation of activities and availability of funds for project/programme budget levels and financial expenditures, according to the approved projects. Assemble draft background for planning, monitoring and evaluation exercises. Input duty travel recommendations and issue reminders regarding follow-up, as well as record project/programme monitoring and evaluation notes.
4. Make administrative arrangements for the country and inter-country activities, including preparation of various committal documents related to the procurement of goods and services, arrangements of study tours and duty travel as per corporate guidelines, and in accordance with the approved programme budget/collaborative programmes with countries.
5. Assist in organizing meetings held in-house or in Member States (working groups, seminars/courses, workshops, and symposia), i.e.: make administrative preparations, including organisation of practical local arrangements, advance transport of documents/equipment and hospitality. Provide administrative and secretarial support during the meetings and pay per diem to participants if required. Prepare administrative reports.
6. Establish and maintain the unit’s filing system of technical documents and correspondence. Create background files and compile reference material as appropriate. Access and retrieve information from relevant databases and updates as required.
7. Respond to and act on telephone enquiries. Assess the critical nature of technical enquiries and refer them to appropriate staff for reply. Coordinate appointments for supervisors and team members and organize programmes for visitors.
8. Provide briefing and guidance to all staff on general office practices and procedures; assist/replace colleagues in the team and perform other related duties as required.
9. In coordination with the technical and admin team, take a proactive role and assist with the preparation of donor proposals and donor reports (financial and resource management components) and timely management of resources.