Job Purpose:
In a global organization, where many of our people are based in challenging environments, you will be part of a team that provides integrated programme and operational support to the COs in the Eastern Europe and Central Asian region through the implementation of the regional programme.
You would be responsible for:
A. Contribution to the preparation, implementation and monitoring process of the regional programme by:
- Assisting in the preparation and ongoing management (i.e. regular updating) of the annual Regional Events Calendar in consultation with all regional programme teams.
- Undertaking all logistical, administrative, and financial arrangements required for the successful planning and delivery of programme events, technical workshops, inter-agency meetings, panel discussions, roundtables, missions, and other events organized by the designated clients in close collaboration with different regional office teams. This may include liaising with different vendors, event management companies, travel agents and other providers supporting all related processes.
- Providing logistical support to programme events by gathering and compiling data and information for the preparation of events documents, speeches, and position papers. This includes (but is not necessarily limited to) preparing and distributing COA authorization letters; collecting and following up on nominations and registration; preparing list of participants and logistics notes; managing travel requirements, circulating events materials, printing and branding materials and supporting the host Country Office (if applicable).
B. Provision of research and knowledge management sharing support by:
- Reviewing incoming correspondence in relation to events being managed, collecting and/or preparing the necessary information for the reply/action, and preparing first drafts of responses to inquiries for action by the relevant supervising officers.
- Assisting in the archiving, filing, and maintenance of up-to-date electronic mailing lists on programme and technical matters.
- Contributing to the uploading and maintenance of selected information to the EECARO intranet and document filing system.
- Assisting in coordinating and managing dedicated client meetings; including organizing team meetings, preparing minutes, assisting meeting invitees with office entrance procedures, coordinating conference room bookings and ensuring room preparedness for meetings, organizing catering in the office (if required).
- Recording and distributing minutes in a timely manner and assisting the team coordinator by following up on agreed actions and implementation of tasks (where appropriate).
C. Provision of programme and operational support as part of the programme support team and in close collaboration with Operations team:
- Support travel arrangements, including preparation of travel plans, travel authorizations, booking tickets, assisting with submission of travel claims and reports for all official missions of the designated clients.
- Support initiation of procurement activities, including receipt of services and payments processes related to the implementation of the regional programme, RO events and activities ensuring compliance with UNFPA procurement procedures.
- Support visitors and staff on mission at the invitation of the Regional office for the designated clients
- Act as requisitioner in the ERP system with input from the designated clients.
- Correctly apply UNFPA rules, regulations and procedures in all activities
D. Acting as a back-up on selected functions for the members of the Programme Support Team
E. Carries out any other duties that may be required by the office to ensure success of the team.
Qualifications and Experience:
Education:
- Completed secondary level education is required.
- First level university degree in public administration, business administration is desirable.
Knowledge and Experience:
- Five years of relevant experience in administration or project / programme support.
- Proficiency in modern office software applications and corporate IT systems, a goodbasic knowledge of finance and mastery of a series of financial software is desirable.
- Previous experience in the UN or International Organization is an asset.
- Good knowledge of an ERP system is an asset.
Languages:
- Fluency in oral and written English and Turkish languages is required.
- Working knowledge of another official UN language is desirable.
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- Support travel arrangements, including preparation of travel plans, travel authorizations, booking tickets, assisting with submission of travel claims and reports for all official missions of the designated clients.
- Reviewing incoming correspondence in relation to events being managed, collecting and/or preparing the necessary information for the reply/action, and preparing first drafts of responses to inquiries for action by the relevant supervising officers.