Duties and Responsibilities
Under the overall supervision of the Snr. Programme Management Officer/Project Manager, the Field Project Assistant will be responsible for the following duties:
Performs a wide range of office support and administrative functions.
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.
Monitors processes and schedules related the project’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.
Generates a variety of standard statistical and other reports, work orders, etc.
Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file searches, etc.), and refers inquiries to appropriate personnel for handling as necessary.
Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
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.
Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
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.).
Maintains files (both paper and electronic) and databases for work unit.
Assists in providing software and office equipment support.
Provides guidance to new staff on general office processes and procedures, computer applications, etc.
Performs other duties as assigned. Work implies frequent interaction with the following: Administrative staff in partner organizations and government agencies. Visitors and representatives from Permanent Missions, UN Common System and other international organizations, NGOs, government, etc.
Qualifications/special skills
First level degree in Administration, Project Management, Finance, Accounts, or related field is required.
At least five (5) years’ experience in general office support or related area is required. 1 year or more of experience in data analytics or related area is desirable.
Work experience within the United Nations System or similar organization is desirable.
Experience working in hardship environments is desirable. Security training on working in insecure regions or responding to security threats and emergencies is desirable.
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