Under the authority of the Assistant Director-General for Natural Sciences and the direct supervision of the Chief of Unit of disaster risk reduction (DRR Unit), the incumbent is responsible to give assistance to the DRR Unit in the achievement of the priorities for the building resilience of the Member States by providing a wide range of administrative, programmatic and management support and playing a lead role within the Unit in ensuring application and compliance with the rules, regulations, policies and practices in place. Work encompasses delivery of specialized support in administration, budget, and logistics.
In particular, the incumbent shall perform the following duties:
Manage the overall administration of the DRR Unit including the production of administrative documentation.
Manage programme and project documentation and records, research, and track background information and documentation. Review and draft correspondence (English and French), emails and elaborate a variety of reports and tables. Verify outgoing correspondence and draft replies.
Review payments accounts and provide necessary information and guidance to Unit Chief.
Monitor expenditures related to RP and extrabudgetary project and activities, prepare fund reservations requests, verify and process payments.
Support the human resource needs of the Unit (e.g assist in the identification and hiring of consultant, contract for service, interns).
Organize meetings, conferences, and other events; assessing administrative needs, budget, expenses as well as other meeting facilities; making reservation of rooms, Teams/Zoom platforms, interprets services, etc.
Draft and dispatch related correspondence (save the date, invitation and thank you letter etc.).
Process requests for translation, printing, dispatch of information documents for meetings; coordinate the delivery of translation services; complete forms and process requests for reservations for interpreting, webcasting, recording, transcription of debates and follow-up on progress.
Make travel arrangements for the staff of the missions and participants’ travel in liaison with the central services and colleagues concerned (leave plans, visa, travel request, travel advance in SAP financial system, initiate payment of travel advance, etc).
Additional activities that may be required to ensure the success of the work team. Attend weekly planning and monitoring meetings, contribute actively to discussion and activities of the team and consult other colleagues to facilitate the process or to seek solutions to difficulties encountered.
Stay abreast of the latest IT tools and financial and administrative rules and procedures by attending workshops organized by ADM, HRM and sectors in link with our multisectoral activities and self-train by using resources available in MyLearning.
The incumbent will work closely with all other programme specialists of DRR/Unit as well as with external/individual Consultants; DRR officers/focal points at UNESCO Field Offices, Secondments sending Institutions (the MLIT of Japan), etc.
Required Qualifications:
Education:
Secondary, technical or vocational school.
Work Experience:
Minimum 5 years of experience, including relevant experience in general administration or related functions.
Skills and competencies:
Good planning and organizational skills;
Ability to prioritize tasks and deliver under tight deadlines;
Proven experience communicating with various stakeholders;
Capacity for teamwork with good interpersonal skills and ability to work in a multicultural environment;
Strong IT skills (Microsoft Word, Excel, Powerpoint, data management..etc);
Experience supporting project administration;
Excellent written and oral communication skills.
Languages:
Excellent knowledge (written and spoken) of English or French and good knowledge of the other.
