Field Project Assistant At UN-Habitat

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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