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