Historique

Under the guidance and direct supervision of OCHA Ukraine Humanitarian Advisor at respective duty station, the Field Assistant works in support of and in close collaboration with all OCHA Kyiv and field office staff based in Ukraine, to support effective and efficient functioning of the field office, full confidentiality in all aspects of assignment, maintenance of protocol procedures and organization of office information flow.

The Field Assistant works closely together with the UN Agencies, local and international NGOs, humanitarian partners and national authorities to ensure an efficient flow of information from the OCHA Ukraine’s office. The Field Assistant is supervised by the OCHA Ukraine Humanitarian Adviser in respective duty station and performs a variety of functions related to field activities within the office. The supervisor exercises close control and regular review of the work processes and provides regular advice and guidance. The incumbent keeps frequent internal contacts with staff members in the same duty station to exchange information and with the external contacts generally with officials of national and international institutions and humanitarian partners on routine subject matters under the direction of the supervisor.

Devoirs et responsabilités

Summary of key functions:

• Assist in administrative tasks as required such as preparation of reports and meeting authorized personnel and assisting them during field missions;
• Act as interpreter in the exchange of routine information, contribute to related liaison activities and respond directly to routine queries;
• Collect data and other information relevant to OCHA and report to the supervisor accordingly;
• Keep regular contacts with local authorities, humanitarian partners as requested by supervisor;
• In coordination with humanitarian partners, assist in the reception, provision of assistance in the areas of information and coordination management;
• Support to the effective and efficient functioning of the OCHA field office;
• Provision of travel services;
• Secretarial support functions;
• Translation of basic communication English/Russian, Russian/English, English/Ukrainian and Ukrainian/English;
• Undertake other relevant duties as required.

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

• Telephone and reception functions;
• Maintenance of contact lists;
• Efficient and discreet management ofstaff schedules;
• Organization of regular and ad-hoc meetings; organization of venue, sending out invitation and agenda, sending out of minutes, reception of guests, etc;
• Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible;
• Adherence to appropriate protocol and correspondence guidelines when communicating with government and other external partners;
• Participation 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

• Provision of information to the staff on travel including travel route and hotel arrangement;
• Processing travel authorization in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices;
• Arrangements for security clearance when required;
• Hotel reservations for visiting OCHA officials.

Administrative/field support functions focusing on achievement of the following results:

• Set up and maintenance of the filing system ensuring safekeeping of confidential materials;
• Opening of new subject files as required and disposal of old files in accordance with the established retention schedule;
• Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required;
• Draft routine correspondence;
• Administration of travel, meetings, appointments and briefings of office staff;
• Supervise petty cash and staff human resource related issues;
• Assist in organizing inter-agency coordination meetings;
• Support in procurement as well as inventory of OCHA assets in accordance UN Rules and Regulations.

Ensures translation of basic communication English/Russian, Russian/English English/Ukrainian and Ukrainian/English focusing on achievement of the following results:

• Three way translation of incoming and outgoing correspondence (note verbales, letters);
• Translation of power point presentation/slides;
• Basic translation during meetings, when required.

Impact of Results

The key results have an impact on the efficiency of the OCHA field office. Accurate analysis and presentation of information strengthens the capacity of the OCHA field office and promotes the image of the UN as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

Compétences

Corporate Competencies:

• Demonstrates commitment to the UN’s mission, vision and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning:

• Shares knowledge and experience;
• Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

• Ability to perform a broad range of activities aimed at supporting an effective and efficient functioning of the office, including data/ schedule management, maintenance of protocol, information flow;
• Confidentiality.

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Remains calm, in control and good humored even under pressure;
• Demonstrates openness to change and ability to manage complexities.

Qualifications et expériences requises

Education:

Secondary Education. Undergraduate university degree in Philology, Linguistics or other related field is desired but is not a requirement.

Experience:

5 years of progressively responsible secretarial and office management experience is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web-based management systems.

Language Requirements:

Fluency in English, Ukrainian and Russian.

Application Instructions:

• Click on the "Apply now" button.
• Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. You can type in or paste your Resume into the last box.
• Upon completion of the first page, please hit "submit application" tab at the end of the page. On the next page, you will be asked to upload your Resume. Instead of uploading your Resume, please submit a fully completed and signed UNDP Personal History Form (P-11). When completing the Form and, even though not currently requested, please include email addresses for your Supervisors.
• Without the completed and signed P11 your application will not be considered. The UNDP Personal History Form can be downloaded at link . Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued.
• Only short-listed candidates will be contacted and please ensure that copies of your educational qualifications are available when contacted.

This is a locally recruited position and no expatriation benefits will apply.

DEADLINE FOR APPLICATIONS IS 10 FEBRUARY 2016

UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. Applications may only be submitted for specific vacancy. Qualified women are strongly encouraged to apply.