Under the direct supervision of the Deputy Representative, the UN Volunteer will undertake the following tasks:

Secretarial Tasks:

● Organise and ensure effective management of programme secretariat – online and offline.
● Contribute to the drafting, dispatching and transmission of the incoming and outgoing mails.
● File and maintain correspondences (letters, fax, e-mail…), reports and all documents related to programme implementation online and offline.
● Implement the existing online and offline filling system adopted by the office and ensure that every programme document is retrieved easily.
● Provide overall and regular administrative and secretarial support to the Deputy Representative and the programme staff as required.
● Support the Deputy Representative in following up on key tasks within the office and among stakeholders.
● Facilitate the organisation of meetings and workshops related to the programme coordination and management.

Administrative Tasks

● Prepare the programme meetings and draft minutes of the meetings.
● Follow up with the Programme Officers on key actions from the meeting.
● Ensure the availability of the filling index of the programme documents (project documents, LoUs, MoUs, AWP and others)
● Ensure the availability of an updated list of addresses of different partners involved in the Country Programme implementation.
● Ensure that logistical issues are sorted out for the workshops (booking the venue, budget preparation, equipment and stationery to be used)

Financial Tasks

● Follow up of the transmission of the FACE and quarterly activity plans.
● Follow up with the programme officers to ensure that Implementing Partner’s (IP) requests are responded to.
● Ensure proper financial online and offline filling (FACE/technical notes, quarterly activities)
● Support AWPs reviews and related reports.
● Support budgeting and budget reviews in collaboration with the operations team.
● Budget: finalise budget sheet, inputs AWP, and Payment Authorization forms.
● Follow up with finance the disbursement of funds requested by Ips and general implementation status.
● Submit weekly project monitoring reports to the Deputy Representative.

Other tasks
● Support research efforts when required.

Requirements:

• Office management
• Be a dynamic, multi-functional person, and possess the
  following skills:
• Ability to work under pressure with minimal supervision.
• Knowledge and experience of working with local partner
  agencies with a capacity to provide formal and informal
  training.
• Proven ability to deal with multiple tasks in a courteous and
  service-oriented manner in a demanding working condition.
• Ability towards analytical and creative thinking for rapid
  solutions.
• Flexible and adaptable
• Knowledge of Microsoft applications word, Publishers, PPT,
  excel and PowerPoint desirable.
• Proficiency in the latest office software applications.
• IT ability to familiarize with web-based integrated systems.
• Ability to use internet