Асистент/ка програми

Офіс ООН з Координації Гуманітарних Справ шукає Асистента/ку програми.

Posting Title:  Programme Assistant, GS-5 

Deadline: 14/09/2023

This position is open to Ukrainian nationals ONLY 

BACKGROUND  

This position is located in the Operations and Advocacy Division (OAD), in the Office for the Coordination of Humanitarian Affairs (OCHA). OCHA is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.

The position of Programme Assistant is based in Kharkiv (the duty station may be subject to change, as the operational situation in the country evolves), Ukraine. Under the overall supervisor of the HAO/Head of Sub-Office, the incumbent reports to the Associate HAO/Field Coordination.

Position Purpose

Under the supervision of the Associate HAO/Field Coordination the Programme Assistant is responsible for to support effective and efficient functioning of the Sub-Office, full confidentiality in all aspects of assignment, maintenance of protocol procedures and organization of office information flow.

Duties and Responsibilities

Summary of key functions:

• Assists in administrative tasks as required such as preparation of reports and meeting authorized personnel and assists them during field missions.
• Acts as interpreter in the exchange of routine information, contributes to related liaison activities and responds directly to routine queries.
• Collects data and other relevant information, updates local actors data including authorities and humanitarian partners.
• In collaboration with humanitarian partners, assists in the reception and support in the areas of information management and coordination.
• Supports the effective and efficient functioning of the office by ensuring adequate travel services and secretarial support. 
• Translation of basic communication English/Russian, Russian/English, English/Ukrainian and Ukrainian/English.
• Undertakes other relevant duties as required.

Supports effective and efficient functioning of the office focusing on achievement of the following:

• Maintains accurate contact lists.
• Organizes regular and ad-hoc meetings; identifies venues, sends out invitations and agendas, receives guests, sends out minutes, etc.
• Screens and filters incoming/outgoing correspondence for processing, distributes documentation. 
• Adherences to appropriate protocol and correspondence guidelines, when communicating with government and other external partners.
• Participats in initiatives with the objective to improve inter-agency team work and the promotion of a culture of caring (for example staff council). 

Provision of travel services:

• Informs staff on travel including travel route and hotel arrangement.
• Processes travel authorization in line with established travel policy.
• Assists in hotel reservations for OCHA officials.

Administrative support functions:

• Sets up and maintens accurate filing system, ensuring safekeeping of confidential documents/materials. 
• Opens new subject files and disposes old files in accordance with the established retention schedule.
• Coordinates information flow in the office and dissemination of corporate and interoffice communication to staff.
• Drafts routine correspondence.
• Administrates travel, meetings, appointments and briefings of staff.
• Assists in organizing inter-agency coordination meetings. 

Basic translation (English-Russian, Russian-English, English-Ukrainian, Ukrainian-English):

• Assists in translation of incoming and outgoing correspondence (note verbales, letters, etc.).
• Supports translation of power point presentations/slides. 
• Supports in interpretation during meetings. 

Performs other duties as required.

Impact of Results 

The key results have an impact on the overall efficiency of the OCHA Ukraine Office Operations, including improved business results and client services. Forward­ looking operations management has an impact on the organization of office management, knowledge sharing, and information provision.

Qualifications

Education:

• High school diploma or equivalent, is required. University degree in political science, social science, international studies, business administration, economics, or a related field, but is not a requirement.

Experience:

• A minimum of five (5) years (with secondary education) or two (2) years (with Bachelor degree) of progressively responsible experience in administration, secretarial and/or office support, or related area is required.
• Sound knowledge of office software packages (e.g. MS-Office/365) is required.
• Relevant experience within the UN Common System or other comparable international organization is desirable.

To apply please follow the link: Programme Assistant – UNOCHA – UNDP Careers (oraclecloud.com)