Project Assistant

UNDRR ALB organization mission TBD

This position is located within the Regional Office for Europe and Central Asia of the United Nations Office for Disaster Risk Reduction (UNDRR ROECA). The Project Assistant reports to the Administrative Assistant and Project Coordinator of UNDRR ROECA. The United Nations Office for Disaster Risk Reduction (UNDRR) is the UN system's focal point for coordinating efforts to reduce disaster risk and build the resilience of communities and nations. UNDRR supports the implementation of the Sendai Framework for Disaster Risk Reduction 2015–2030, promoting risk-informed development and strengthening disaster preparedness around the world.

Within the delegated authority and under the supervision of the Administrative Assistant or his/her designated mandated representative(s), the UNV Project Assistant will be responsible for the following duties:
• Performs a wide range of office support and administrative functions for the project “Strengthening Transboundary Collaboration and Capacities on Disaster Risk Reduction and Early Warning Systems in the Western Balkans”.
• Supports preparations for meetings, conferences, workshops and side events, including timely logistical arrangements and follow-up communication with attending parties.
• Utilizes UMOJA (the UN Secretariat's ERP system) to support administrative tasks such as travel requests, expense reports and purchase orders for low-value acquisitions.
• Drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of complex documents and reports.
• Screens phone calls and visitors; responds to moderately complex information inquiries and as necessary, refers inquiries to appropriate personnel for handling.
• Maintains and coordinates calendars/schedules; monitoring changes and communicates relevant information to appropriate personnel inside and outside the project team.
• Updates and maintains project distribution lists, managing a client relationship information database; monitors, prepares and distributes various updates, materials and reports using electronic formats; handles arrangement for printing and translation as necessary.
• Keeps track of project documentation, reports, and communications, ensuring easy and efficient accessibility of information. Assist in drafting and editing minutes from related meetings. Supports development of communication materials of the project, including non-official translations. Coordinates the production and storage of all documentations related to the project and relevant for reporting and audit purposes.
• Supports the Project Coordinator in monitoring of project timelines, deliverables, and budgetary allocations. Assists in updating the project’s work plan to ensure core activities are on schedule.
• Any other related tasks as may be required or assigned by the supervisor.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:
• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
• Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.