UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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.
UNOCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. UNOCHA also ensures there is a framework within which each actor can contribute to the overall response effort.
Under the guidance and direct supervision of Field Coordination Officer at respective duty station, the Field Assistant works in support of and in close collaboration with all OCHA Kyiv and field office staff based in Ukraine, to support effective and efficient functioning of the field office, full confidentiality in all aspects of assignment, maintenance of protocol procedures and organization of office information flow.
- Assist in administrative tasks as required such as preparation of reports and meeting authorized personnel and assisting them during field missions;
- Act as interpreter in the exchange of routine information, contribute to related liaison activities and respond directly to routine queries;
- Collect data and other information relevant to OCHA and report to the supervisor accordingly;
- Keep regular contacts with local authorities, humanitarian partners as requested by supervisor;
- In coordination with humanitarian partners, assist in the reception, provision of assistance in the areas of information and coordination management;
- Support to the effective and efficient functioning of the OCHA field office;
- Provision of travel services;
- Secretarial support functions;
- Translation of basic communication English/Russian, Russian/English, English/Ukrainian and Ukrainian/English;
- Undertake other relevant duties as required.
- Telephone and reception functions;
- Maintenance of contact lists;
- Efficient and discreet management of staff schedules;
- Organization of regular and ad-hoc meetings; organization of venue, sending out invitation and agenda, sending out of minutes, reception of guests, etc.;
- Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff, wherever possible;
- Adherence to appropriate protocol and correspondence guidelines when communicating with government and other external partners;
- Participation in initiatives with the objective to improve inter-agency team work and the promotion of a culture of caring (for example staff council).
- Provision of information to the staff on travel including travel route and hotel arrangement;
- Processing travel authorization in line with travel entitlements for staff, consultants, UN and visitors, 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.
- 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;
- Supervise petty cash and staff human resource related issues;
- Assist in organizing inter-agency coordination meetings;
- Support in procurement as well as inventory of OCHA assets in accordance UN Rules and Regulations.
- Three way translation of incoming and outgoing correspondence (note verbales, letters);
- Translation of power point presentation/slides;
- Basic translation during meetings, when required.
- Secondary Education;
- Bachelor’s degree in social sciences, Administration or other related field is desired but is not a requirement.
- 5 years (with secondary education) or 2 years (with Bachelor degree) of progressively responsible secretarial, administrative, programme support, office management or other related field experience is required;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) is required;
- Experience with web-based management systems (SAP/ERP) is considered as an advantage;
- Experience in the UN system is an advantage;
- Sound knowledge and familiarity with the humanitarian and overall social, legal, security and economic context in Luhansk region, non-government-controlled area is desirable;
- Profound field experience in the region is desirable.
- Fluency in English, Ukrainian and Russian.
Important applicant information
All posts in the GS categories are subject to local recruitment.
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.
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Contract Duration: 1 year with possibility for extension