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Team Assistant
24.02.2021

Deadline for applications - 09/03/2021

Under the guidance and direct supervision of OCHA Ukraine Head of Office (HoO), the Team Assistant works in support of and in close collaboration with all OCHA staff based in Ukraine, in particular Front Office to support effective and efficient functioning of the office, full confidentiality in all aspects of assignment, maintenance of protocol procedures and organization of office information flow.

The Team Assistant works closely together with the United Nation’s Resident Coordinator’s Office, UNDP, other UN Agencies, humanitarian partners and national authorities to ensure an efficient flow of information from the OCHA Ukraine’s office.

Duties and Responsibilities

Summary of Functions:

Support to the effective and efficient functioning of the OCHA office;
Provision of travel and logistical support services to the OCHA Ukraine office and management team;
Secretarial support to the Head of Office and Deputy Head of Office (DHoO).

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

Telephone and reception functions;
Establish and maintain filing system and all documents recorded;
Assist and provide secretariat support to the HoO and DHoO on bilateral and interagency meetings as required, including organization of regular and ad-hoc meetings, organization of venue, sending out invitations and agenda, sending out of minutes, reception of guests, etc.;
Maintenance of contact lists;
Efficient and discreet management of HoO and DHoO schedule;
Screen all incoming communications; prepare replies as required;
Adherence to appropriate protocol and correspondence guidelines when communicating with Government and other external partners.

Provision of travel and logistical support services to the OCHA Ukraine office and management team:

Support travel arrangements of HoO and DHoO, including logistics matters, and preparation of travel requests and expense reports;
Provision of information to the staff on travel including travel route and hotel arrangement;
Processing travel authorization in line with travel entitlements, 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;
Arrangement for airport pickup of high-level officials and support to expediting of customs and immigration procedures, as necessary.

Secretarial/administrative 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;
Assist in organizing interagency meetings;
Preparing draft notes of meetings as requested.

Performing any other duties assigned by the supervisor.

Impact of Results:

The key results have an impact on the success of preparedness and emergency response of the humanitarian community in Ukraine within specific areas of coordination and information sharing. In particular, the key results have an impact on the design, operation and programming of joint inter-agency preparedness and emergency response activities

Functional competencies

Client Orientation:

Reports to internal and external clients in a timely and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
Responds to client needs promptly.

Building Strategic Partnerships:

Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues;
Analyzes and selects materials for strengthening interoperability with partners and stakeholders.

Communication:

Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately;
Asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Job Knowledge/Technical Expertise:

Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating 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;
Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools and utilizes these regularly in work assignments.

Planning and 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.

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;
Keeping full confidentiality in all aspects of assignment.

Core competencies

Demonstrating/safeguarding ethics and integrity;
Demonstrating corporate knowledge and sound judgment;
Self-development, initiative-taking;
Acting as a team player and facilitating team work;
Learning and sharing knowledge and encourage the learning of others;
Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Informed and transparent decision making.

Required skills and Experience

Education:

Secondary Education. Bachelor’s degree in Political Science, International Relations, Administration, Philology/Linguistics or related field is desired but is not a requirement.

Experience:

5 years (with secondary education) or 2 years (with Bachelor’s degree) of progressively responsible experience in secretarial or office management, administration, programme support, support in coordination or other related field is required.
Familiarity with UN system and the field of humanitarian affairs is an asset.
Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web-based management systems is desirable.

Languages: