Background
Office for the Coordination of Humanitarian Affairs (OCHA) is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions. Under the overall supervisor of the Head of Administration & Finance Unit, the incumbent reports to the Logistics Associate. The Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work, promotes a client, quality and results-oriented approach.

Duties and Responsibilities

Summary of Key Functions: 

• Support to effective and efficient functioning of the OCHA office
• Support to office maintenance and assets management
• Support to general administrative services

1. Ensures effective and efficient functioning of the OCHA office, focusing on achievement of the following results:

• Performs a wide range of office support and administrative functions;
• Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports;
• Contacts with visitors and staff, arrangement of appointments and meetings, access to the premises.

2. Provides support to office maintenance and assets management, focusing on achievement of the following results:

• Assists with general office and facilities management to ensure the full functioning of all equipment and services;
• Assists supervisor in the annual physical inventory of furniture and other non-ICT items by checking the accuracy of records and location;
• Maintains office supplies, purchases office equipment when needed;
• Serves as custodian for management of office stationery supplies, including maintenance of stock list of stationery, distribution of stationery as required by staff, and keeping a log of distribution.

3. Support to general administrative services:

• Provides secretarial, administrative and logistics support to meetings, conferences, etc.
• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Performs data entry and extraction functions.
• Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
• Handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.;
• Performs general administrative tasks (arrangements for meetings and other events, reservations of meeting rooms, to include preparing and/or processing administrative requests/documents;
• Maintains files (both paper and electronic) and databases for administrative unit.

Performs other duties as required.

Competencies

Core Competencies:

• Demonstrates integrity by modeling the UN’s values and ethical standards.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies: 

Professionalism: 

• Applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position;
• possesses 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. 

Communication: 

• Excellent communication (spoken and written) skills including the ability to convey complex information management concepts and recommendations to staff at all levels, both orally and in writing, in a clear, concise style that can be readily understood by non­ information management practitioners.

Teamwork: 

• Works collaboratively with colleagues to achieve organizational goals; 
• places team agenda before personal agenda; 
• supports and acts in accordance with final group decision.

Client Orientation: 

• Establishes and maintains productive partnerships with clients;
• identifies clients’ needs and matches them to appropriate solutions;
• monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems;
• keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

  Required Skills and Experience

  Education:

• High school diploma or equivalent is required. University Degree in Public or Business Administration, Social Sciences, Economics, Finance or any other related fields is desirable, but not a requirement.

         Experience:

• A minimum of four (4) years (with secondary education) or one (1) year (with Bachelor degree) of relevant experience in administration, secretarial support, office management or programme support  or related area is required.
• Experience in office management will be an asset.
• Experience in the usage of computers and office software packages (Windows, MS Word, Excel, internet/Web, etc.) is required.
• Experience in the handling of web-based management systems (Umoja or similar) will be an asset.
• Experience working with the UN or other international organizations is desirable.

  Required languages:

• Fluency in English and Ukrainian (written and spoken) is required. Fluency in Russian is desirable.

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