Job Description

This position is located in the United Nations Regional Centre for Peace and Disarmament in Asia and the Pacific (UNRCPD) that is organizationally a part of the UN Office for Disarmament Affairs (ODA). The incumbent reports to the project coordinator in ODA Geneva who is in-charge of the implementation of European Union Council Decision (CFSP) 2021/1694 in support of the Convention on Certain Conventional Weapons (CCW), . The incumbent also works closely with the project assistant in ODA Geneva and receives guidance from the Deputy Director of UNRCPD.

The post is a full-time extra-budgetary project post, working on European Union Council Decision (CFSP) 2021/1694, which will expire in October 2023. The initial appointment will be for 1 year, with possibility of extension subject to the availability of the post or funds, budgetary approval, or extension of the mandate.

Duties and Responsibilities

The Administrative Assistant will assist in the organization of regional and sub-regional seminars in the Asia-Pacific region by providing the administraive and logistic support that would include but not limited by the following functions:

Administrative assistance

• Contribution to the effectiveness and efficiency of project management and implementation by providing administrative support and specialized assistance in the assigned areas of responsibility;
• Preparation in advance of correspondence, administrative, outreach and other materials for the participants as required;
• Serve as contact person on administrative and logistical issues and liaise with participants on administrative matters related to the project events;
• Lead the organization of conferences, workshops and other project activities including conducting travel itineraries research for participants, collecting quotations for identifying venue for the events, and preparing respective documents for placing them in Umoja system;
• Assist the admin and finance staff of the Centre in other UNRCPD-related administrative, procurement and logistic operations and collaborate with the ODA’s Executive Office;
• Support the preparation of the UNRCPD publication on outcomes of the regional project activities and outreach information as appropriate.

Budget and Finance

• Assists in the preparation and review of financial proposals/requirements/reports;
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary;
• Assists supervisor in the elaboration of resource requirements for budget submissions;
• Assists supervisor in preparation of budget performance submissions and finalization of budget performance. reports, analyzing variances between approved budgets and actual expenditures;
• Prepares or customizes financial reports from Umoja system generated reports;
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

Education

• Bachelors degree in management, social science or any relevant field. 

Experience

• At least five (5) years of experience in administrative services, finance, accounting, logistic support, or related area is required.
• Experience working with ERP systems (e.g. Umoja system).
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in project administration and financial management, preferably in the UN system or in an international organization, is desirable.

Language Requirements:

• Fluency (written and oral) in English languages.