Background

Under the guidance and direct supervision of the Deputy Head of Office, the Coordination Assistant supports the Deputy Head of Office to ensure effective support to the field and coordinate meetings hosted by OCHA. 
 
The Coordination Assistant works in close collaboration with UNOCHA staff, particularly those based in the field UN Agencies, national authorities, UNOCHA HQs staff to ensure efficient flow of information, follow-up on action points, draft correspondence, minutes and notes. 

Duties and Responsibilities

Summary of key functions:
  • Effective and efficient functioning of Operation support Unit
  • Effective communications to the Deputy Head of Office
  • Ensures administrative support to the Operation support Unit
Ensures effective and efficient functioning support to field and coordination structures focusing on achievement of the following results:
  • Coordinate and maintain calendar of meetings, establish contact with stakeholders, arrange appointments, draft correspondence; research for briefing materials, take minutes.
  • Support the coordination of the Intercluster coordination meeting.
  • Assist the Executive Associate in the timely preparation of relevant papers and documents for meetings, seminars, workshops and conferences, and in the finalization of relevant reports.
  • Maintenance of directory and mailing list of partners.
  • Support the Deputy Head of Office in follow-up of action points.
  • Administration of travel, meetings, appointments and briefings for Deputy Head of Office.
  • Use of automated office management systems for effective functioning of the office.
  • Assist in the logistical arrangement for visiting missions including arrangement of security briefings for those traveling to the field. 
Ensures provision of effective communication support to the Deputy Head of Office to achieve the following results: 
  • Organize incoming and outgoing correspondence including, maintenance of the filing system ensuring safekeeping of confidential materials by use of an automated filing system.
  • Presents proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.
  • Draft correspondence and reports covering coordination issues, compile statistical data, conduct follow up and respond to queries.
  • Prepare and disseminate briefing packs upon request.
  • Draft and finalize correspondence, reports and other documents, and ensure correctness of style and compliance with UN standards;
  • Participate in the organization and preparation of special meetings and take minutes and/or notes. 
Ensures administrative support to the Operation Support Unit 
  • Carry out all administrative tasks relating to the organization of missions, meetings, seminars, workshops and conferences, such as arranging venues, travel, etc.
  • Make arrangements for official travel of the Deputy Head of Office, communicate with meeting organizers/country offices on logistics; set itinerary, follow, obtain clearances, visas, tickets necessary for travel.
  • Any other assignments at the request of the other staff  
Impact of Results  
 
The key results have an impact on the efficiency of the Operation Support Unit. Accurate analysis and presentation of information strengthens the capacity of the deputy Head of Office Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Functional Competencies:          
 
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
  • Analyzes general information and selects materials in support of partnership building initiatives
 
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
  • Researches best practices and poses new, more effective ways of doing things
 
 
Job Knowledge/Technical Expertise
Level 1.1: 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
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments
 
Client Orientation
Level 1.1: 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
 
 Promoting Accountability and Results-Based Management
 Level 1.1: Gathering and disseminating information
  • Gathers and disseminates information on best practice in accountability and results-based management systems
 
Core Competencies:
  • Demonstrating/safeguarding ethics and integrity 
  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

Education:          
  • Secondary Education with specialized secretarial training or office management.
 
Experience:             
  • 5 to 6 years of progressively responsible administrative experience.
  • Experience in the usage of computers and office software packages (MS Word, Excel, access etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems
  • Basic working knowledge of United Nations systems is an asset; Working experience in an international development organization and/or working in an environment with high demands on effective delivery and flexibility preferred.
 
 
Language:            
  • Fluency in English, both written and spoken is essential