Background

This position is located in the World Humanitarian Summit (WHS) Secretariat of the Office for the Coordination of Humanitarian Affairs (OCHA). Under the direct supervision of the Chief of the WHS Secretariat, provide administrative, research and data management support to the Secretariat; provides administrative support to the Secretariat teams.

Background on the WHS:

The landscape of humanitarian action has changed since 1991, when a landmark resolution of the United Nations General Assembly established the international humanitarian response system as it is known today. Growth in the scope and diversity of humanitarian needs, and a more complex operating environment, have created new risks. There are also new opportunities: a wider range of actors and inter-operating networks are involved, and innovations to improve service delivery in each response. This is why preparations are under way for the first World Humanitarian Summit (WHS) in 2016. The United Nations Secretary-General has requested that the Office for the Coordination of Humanitarian Affairs (OCHA) organize the Summit with a view to helping a changing humanitarian community work together better to serve people in need. It is a unique opportunity to take stock and adapt. The Summit will be the highlight in a process of change that begins now, but lasts well beyond the event itself. It will set the agenda for work beyond 2016 to make humanitarian action more inclusive, global and effective – and overall, fit for the future.

The Summit will focus on several core themes. Four broad categories have emerged from recent policy discussions, namely:

• 1)     Humanitarian aid effectiveness;
• 2)     Reducing vulnerability and managing risk;
• 3)     Transformation through innovation, and 2);
• 4)     How to better serve people in conflict.

Please find also the document ‘WHS at a Glance’ attached to the Terms of Reference for further details. For more information on the background to the Summit please visit: www.worldhumanitariansummit.org.

Duties and Responsibilities

Responsibilities:

Administrative Support:

• Perform, under minimal supervision, a full range of office management and administrative support functions; provide direct assistance to the Chief of the Secretariat and the WHS Secretariat teams;
• Manage the Chief’s correspondence flow, including the print out of incoming emails for the Chief’s revision and attention and prioritization;
  
• Draft responses to a wide range of correspondence and other communications including response to a variety of complex information requests and inquiries, using standard word processing packages to produce a wide variety of large, complex documents and reports;
• Coordinate the calendar of the Chief and schedule appointments and meetings; monitor changes and communicate relevant information to appropriate staff inside and outside the Secretariat;
• Responsible for formal quality control of outgoing documents by thoroughly reviewing documents for completeness and adherence to format, grammar, punctuation and style;
• Maintain files (both paper and electronic) and databases for the Secretariat (in ODMS and/ir a shared drive); including all incoming and outgoing official correspondence;
• Serve as a focal point for administrative coordination of programmes/activities including follow-up on their implementation thereof; ensure smooth and efficient information flow within the Secretariat; prepare and process confidential information; assist in the development of administrative systems and procedures;
• Organize and coordinate the travel for the Chief and the WHS Secretariat team members;
• Maintain liaison with other units and branches regarding on-going programmes and other administrative matters; monitors processes and schedules related to the Secretariat’s outputs, products, tasks, etc.
• Coordinate service-wide activities (meetings, training, etc.) and events;
• Provide orientation to new staff on relevant administrative procedures and provide general assistance to other Secretariat staff as required;
• In charge of a variety of administrative duties such as leave monitoring, meeting organization, procurement of office supplies and equipment including preparation and/or processing administrative requests/documents in IMIS, as required, as well as travel requests, travel claims, visa applications, renewal of IDs, etc.;
• Perform other duties as assigned by the Chief or Secretariat team leaders.

• Research, compile and summarize background information on specific topics and issues for use in preparation of reports, briefs, missions, workshops and any other meetings chaired or planned by the Chief of Branch.

Assist in monitoring national/international developments on areas of relevance to work of the Branch by:

• (a) studying, selecting and compiling materials from numerous published and electronic sources including databases, news-agency reports and the Internet;
  
• (b) bringing to the attention of officers the most important current news items and developments; and
  
• (c) searching the library and other sources on issues, partly upon request from Officers on the basis of the area/subject assigned;
• Prepare a variety of reports and presentation materials using appropriate technology/software (e.g. Power Point Presentation).

Work implies frequent interaction with the following:

• UN Mission and Member State personnel with responsibility for humanitarian issues and non-governmental organization representatives, delegations, government officials and partners in universities and research institutes, etc.;
• Other humanitarian stakeholders, including civil society and academic/humanitarian policy organizations and private sector partners;
• Staff at all levels within OCHA both in New York, Geneva and the field;
• Representatives of other UN humanitarian agencies and other member organizations in the Inter-Agency Standing Committee.

Competencies

• Good knowledge of the UN system and UN Funds and Programmes;
  
• In-depth knowledge of functioning of UN system, UN procedures, rules and regulations, particularly in human resources and travel;
  
• Knowledge of IMIS, procurement procedures are required for purchasing/procurement of office supplies;
  
• Good working knowledge of humanitarian and development issues;
• Familiarity with humanitarian and development concepts;
• Excellent secretarial and research skills, including drafting ability and extensive knowledge of work processing and application of software package as databases and Power Point Presentations;
  
• Incumbent is required to exercise good judgement, discretion and tact in handling sensitive issues.

• Excellent inter-personal skills as well as ability to develop cooperative relations with other offices are important.
  
• 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.

Required Skills and Experience

• High school diploma or equivalent;
• Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test in the field;
•  A first (or higher) level university degree will be considered an asset.

• Five years of experience in general office support or related area is required;
  
• Experience in front offices is desired.

• Fluency in oral and written English is essential.

Other Skills:

• Strong IT and drafting skills are highly desirable.