Antecedentes

Under the general supervision of the Chief of the World Humanitarian Summit secretariat Geneva Liaison Office, the incumbent assists in the preparation of Global Consultation of the World Humanitarian Summit, by providing support in matters including, but not limited to, budget/finance, official travel, conference service and other general administrative tasks. 

Deberes y responsabilidades

Official travel: liaises with participants of the WHS Global Consultation to be sponsored and UNDP as appropriate concerning travel requests and ensures that proper supporting documentation is submitted to UNDP for the bookings and payments related to their travels.

Conference service matters: the incumbent provides support to the team in charge of organising the Global Consultation and related events (pre-sessions, bilateral meetings, Member states briefings). He/she takes care of all practical aspects, such as drafting invitations and reminders, arranging/liaising with hotels, keeping track of confirmation of participation, organizing names plates, keeping attendance records, liaising with UN Security for the registration of participants, sending thank you messages, etc. He/she also liaises with the WHS secretariat in NY to ensure appropriate documentation is available. 

Secretarial functions: the incumbent is responsible for managing the generic email address established for the Global Consultation and ensuring proper follow-up to messages received. Other tasks include: typing, copying, sending correspondence of the Chief of the Unit and other professionals, as required; he/she answers email requests as per instructions, and ensures the smooth flow of correspondence to and with other WHS parts and concerned staff in OCHA.  Occasional note-taking during meetings, as well as backing up of other WHSS administrative staff (in case of absence or peak periods) may also be required.

Competencias

Professionalism:

• Good knowledge of email tools and computer literacy;
• Understanding and knowledge of the UN staff Regulations and Rules and the Financial Regulations and Rules as well as of administrative procedures. 

Planning and Organising:

• Effective organisational skills and ability to prioritise, monitor and adjust own work programme as necessary;
• Ability to work productively under pressure and meet deadlines;
• Proactive attitude towards administrative hurdles, well-developed problem-solving skills and conciliation/negotiation skills.

Teamwork:

• Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity;
• Demonstrated ability to develop and maintain effective work relationships with counterparts in other Offices and Departments.

Client orientation:

• Ability to identify clients' needs and match them to appropriate solutions;
• Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view.

Habilidades y experiencia requeridas

Education:

• Completion of secondary school or its equivalent commercial school;
• Must have passed the United Nations entry Level Clerical Test. 

Work Experience:

• 3 years of relevant administrative and office work experience;
• Experience within the UN system in administrative functions is an advantage;
• Previous exposure to the WHSS is an advantage;
• Experience in event management is indispensable.

Languages

• Very good knowledge of English;
• Knowledge of French is an advantage.