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Humanitarian Coordination Assistant

Port Moresby

  • Organization: UNDP - United Nations Development Programme
  • Location: Port Moresby
  • Grade: Administrative support - NPSA-4, National Personnel Services Agreement
  • Occupational Groups:
    • Administrative support
    • Humanitarian Aid and Coordination
    • Managerial positions
  • Closing Date: 2025-01-04

Background

 
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

 
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

 
Papua New Guinea – home to 50% of the population of the Pacific region – faces a variety of challenges with humanitarian consequences as a result of regular natural disasters (earthquakes, volcanoes, landslides, frost, drought, tsunamis), conflicts, civil strife and governance issues. The hazard profile of Papua New Guinea comprises frequent localized disasters affecting specific communities and regions although there have also been less frequent large-scale disasters such as the 2015/16 El Niño-induced drought and frost and the 2018 Highlands Earthquake. National and sub-national capacities for and investment in disaster risk management remain weak. There is broad variation in national, provincial and local capacities to plan for and effectively respond to humanitarian emergencies. The need to strengthen co-ordination and communication between national and provincial institutions responsible for humanitarian planning, preparedness, response and recovery, remains a priority. 

Following the departure of UN OCHA from Papua New Guinea in June 2015, UNDP assumed the role of humanitarian response coordination in addition to its overall responsibility to conduct operational activities for disaster mitigation, prevention and preparedness. This humanitarian response coordination role includes contingency planning, managing information sharing and coordination of international humanitarian partners’ interventions. It is the focal point for emergencies within the UN System and provides secretariat support to the UN Resident Coordinator, UN Country Team, Disaster Management Team, Inter-Cluster Coordination Group and, as appropriate, the National Disaster Centre.

In this context, UNDP is seeking a national Humanitarian Coordination Assistant to work under the supervision of the Humanitarian Coordination Specialist to support these activities. The position will be responsible for ensuring that information required to effectively monitor and support humanitarian actions is collected, organised and disseminated in a timely manner to all relevant stakeholders. Administrative duties will include organizing and reporting for meetings, conferences and training events as needed.

This position supports contingency planning, managing information sharing and coordination of international humanitarian partners’ interventions, and provides secretariat support to the UN Resident Coordinator, UN Country Team, Disaster Management Team, Inter-Cluster Coordination Group and, as appropriate, the National Disaster Centre.
This role supports desired project outcomes including the following:
  • Enhanced engagement between the DMT and national counterparts (National Disaster Centre, National Disaster Committee, other government agencies, NGOs, CSOs, churches);
  • Regular communication and information sharing between the humanitarian clusters, Disaster Management Team and national counterparts;
  • Management of the Papua New Guinea country page for HumanitarianResponse.Info.
  • Monitoring of emergencies and humanitarian actions in the country;
  • Enhanced inter-cluster preparedness capacity and performance.

While regular duties are expected to be performed within a 40-hour, 5-day work week, there will occasionally be a need to work on weekends and/or holidays related to emergency monitoring and response coordination.
 

Duties and Responsibilities

Planning, Event Management and Humanitarian Coordination Support
  • Organize key stakeholder meetings, including Disaster Management Team and Inter-Cluster Coordination Group meetings. Tasks include communications with participants; preparing and disseminating agendas, meeting notes and documents; tracking attendance.
  • Support the coordination of other meetings, workshops and training events. Tasks include communications with participants; preparing and disseminating agendas, meeting notes and documents; tracking attendance; supporting administrative tasks such as venue, catering, projection and sound systems, participant travel and per diem.
  • Support the coordination of non-government participation in the National Assessment Standby Team deployment and assessment planning in close consultation with NDC. Tasks include liaising with the National Disaster Centre focal point; communicating with team members to coordinate planning meetings, travel and reporting.
  • Deploy to disaster locations in PNG to support response coordination and humanitarian information coordination efforts.
     

Information Management

  • Monitor humanitarian emergencies in the country. Tasking include monitoring public and social media for reporting of all events that have or a likely to have humanitarian impacts; contact provincial and national partners (government, UN, NGOs, CSOs, churches, private sector) to collect information on humanitarian impacts;
  • Support the timely production and dissemination of internal and external reports on humanitarian emergencies and response actions. Tasks include collecting information from cluster focal points and government agencies on humanitarian response actions; drafting reports or portions of reports on humanitarian needs, response actions and gaps;
  • Develop and maintain contact with provincial, national and international partners (government, UN, NGOs, CSOs, churches, private sector) for humanitarian information sharing. Tasks include maintaining contact lists for humanitarian focal points for provincial government offices, Disaster Management Team, Inter-Cluster Coordination Group, development partners, churches, private sector).
  • Manage and update content on the Papua New Guinea country page of HumanitarianResponse.Info. Tasks include ensuring the content is organized to allow site visitors to easily access current information, common forms, and that older information is curated and tagged appropriately; manage page access and other administrative tasks.
  • Support the preparation of a range of core humanitarian documents, including internal and external reports, communications, background notes, talking points, and presentations on humanitarian topics.
     
Required Skills and Experience

Education:
  • University degree in social sciences, such as Emergency Management, Environmental Science, Business Administration, or a related area.
  • Training in disaster risk management, emergency response or humanitarian coordination is highly desirable.
Experience:
  • 2 years of experience in report writing for diverse audiences and communicating (written/spoken) with diverse external organizations is required.
  • 2 years of experience with meeting and event management.
  • Prior professional or volunteer experience in disaster risk management, emergency response or humanitarian coordination with international organizations is highly desirable.
  • Experience and exposure to the Papua New Guinea Humanitarian Coordination arquitecture is highly desirable.

 

Required  skills and competencies

  • High level of computer literacy (word processing, presentation software, virtual meeting software, website management).
  • Excellent oral communication, presentation, inter-personal and networking skills (in English).
  • Excellent written communication and report-writing skills (in English).
  • Ability to multi-task, manage work flows and exercise strong initiative to obtain key information.
  • Ability to conduct basic analysis of information.
  • Strong cross-cultural communication and resilience skills.
  • Ability to work in challenging and stressful conditions, independently and in a team, with efficiency, competence and integrity.
  • Ability to quickly establish and maintain effective working relations with people of different cultural backgrounds.
  • Adherence to core competencies of professionalism, planning and organizing and teamwork.
  • Adherence to humanitarian principles.
     
Disclaimer

 

 
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

 
Applicant information about UNDP rosters

 
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

 
Non-discrimination

 
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

 
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

 
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