Background

Under the overall guidance of the Head of Development Coordination Cluster and direct supervision of designated supervisor if applicable, the Coordination Assistant provides coordination support services ensuring high quality, accuracy and consistency of work.  The Coordination Assistant promotes a client, quality and results-oriented approach, supports international and national staff in the RCO.

The Coordination Assistant works in close collaboration with the operations, and programme staff in the CO, UN/UNDP HQ and other UN Agencies in country as required to exchange information for support RCO in its activities.

Duties and Responsibilities

Summary of Key Functions:

• Support to effective and efficient functioning of the unit;
• Support to management of the RCO activities;
• Administrative and logistical support to the RCO Unit;
• Support to resource mobilization;
• Support to knowledge building and knowledge sharing.

Ensures effective and efficient functioning of the unit, focusing on achievement of the following results:

• Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
• Translation of simple correspondences, when needed.

Provides effective support to Management of the RCO activities:

• Creation of projects in Atlas, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project;
• Presentation of information for audit of RCO projects.

Provides administrative and logistical support to the RCO focusing on achievement of  the following  results:

• Preparation of non-PO vouchers;
• Maintenance of the internal expenditures control system including timely corrective actions on unposted vouchers, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
• Creation of requisitions in Atlas for development projects, register of goods receipt in Atlas;
• Making budget check for requisitions and vouchers; 
• Arrangements of travel and hotel reservations, preparation of travel authorizations, Administrative support to conferences, workshops, retreats;
• Arrangement of transportation;
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
• Maintenance of the filing system ensuring safekeeping of confidential materials;
• Extraction of data from various sources;
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit;
• Assistance in the preparation of budget, provision of information for audit;
• Maintenance of list on UNCT and Diplomatic Corps with regular updates.

Supports resource mobilization focusing on achievement of the following results:

• Review of contributions agreement, managing contributions in Atlas and also follow up actions regarding requests for contributions in tranches.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Participation in the trainings for the operations/ projects staff on programme;
• Contributions to knowledge networks and communities of practice.

Competencies

Building Strategic Partnerships:

Maintaining information and databases:

• Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing:

Basic research and analysis:

• Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise:

Fundamental knowledge of processes, methods and procedures:

• Understands the main processes and methods of work regarding to the position;
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• Demonstrates good knowledge of information technology and applies it in work assignments.

Client Orientation:

• Maintains effective client relationships;
• Reports to internal and external clients in a timely and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
• Responds to client needs promptly.

Core Competencies:

• Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking; 
• Acting as a team player and facilitating team work; 
• Facilitating and encouraging open communication in the team, communicating effectively; 
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision making.

Required Skills and Experience

Education:    

• Secondary Education.  University Degree would be desirable, but it is not a requirement.

Experience:    

• Minimum 5 years of relevant experience in administration or programme support services including experience with working in the UN Coordination environment;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:    

• Fluency in English is required;
• Knowledge of the national language of the duty station is an asset.