Under the direct supervision of the Special Adviser and in collaboration with the team, the Administrative Assistant will perform a wide range of office support and administrative functions including:

• Maintain calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
• Perform a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications, etc.).
• Maintain files (both paper and electronic) and databases for work unit.
• Provide additional support for mission trips (e.g. preparing trip folders, maintaining contact lists, distributing news updates, translating, etc.).
• Maintain liaison with the New York office, Executive Office, and other units regarding on-going administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks, etc.
• Ensure smooth and efficient information flow within the team; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
• Undertake research & mapping of political activities and issues pertaining to the political transition in Yemen.
• Provide assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events.
• Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support.
• Respond or draft responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Carry out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar,punctuation and style.
• Respond to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
• Assist in the preparation of presentation materials using appropriate technology/software.
• Perform other duties as assigned.
  

Professionalism:

• Knowledge of general office and administrative support including administrative policies, processes
  and procedures.
• Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter;
  is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Teamwork:

• Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing
  others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning & Organizing:

• Develops clear goals that are consistent with agreed strategies; identifies priority activities and
  assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.     

• High school diploma or equivalent, university degree is desirable but is not a requirement.

• Five years of progressively responsible experience in the field of administration.
• Good knowledge of the Organization's structure, protocol policies and administrative policies.

• Fluency in English and Arabic (both oral and written) is required