Administrative Assistant Support

Result of Service- Smooth and efficient operation support for the Regional Office for the Americas and the Caribbean, ensuring the day-to-day activities to run seamlessly, allowing managers and teams to focus on their core tasks. - Participant's registration effectively managed with systematized lists and reports. - Effective coordination, logistical support and guarantee the expected participation to the different sessions, and events of the RP26, with special focus on the Caribbean. As such, it is expected that the successful candidate, will work with a minimal amount of supervision; independently provide accurate reports and/or records in the areas of work programming, personnel administration and other administrative functions. Work LocationHome Based Expected duration6 months Duties and ResponsibilitiesBackground: Created in December 1999, the United Nations Office for Disaster Risk Reduction (UNDRR) is the designated focal point in the United Nations system for the coordination of efforts to reduce disasters and to ensure synergies among the disaster reduction activities of the United Nations and regional organizations and activities in both developed and less developed countries. Led by the United Nations Special Representative of the Secretary General for Disaster Risk Reduction (SRSG), UNDRR has over 150 staff located in its headquarters in Geneva, Switzerland, and in regional offices. Specifically, UNDRR guides, monitors, analyses and reports on progress in the implementation of the Sendai Framework for Disaster Risk Reduction 2015-2030, supports regional and National implementation of the Framework and catalyzes action and increases global awareness to reduce disaster risk working with U.N. Member States and a broad range of partners and stakeholders, including civil society, the private sector, parliamentarians and the science and technology community. As such, the IX Regional Platform for Disaster Risk Reduction in the Americas and the Caribbean (RP26) represents an opportunity for Member States and stakeholders to share experiences, build their capacities, transfer knowledge and show successes related to disaster risk reduction at the national and local levels. It is expected that this event will increase the degree of participation and the commitment of the parties and stakeholders interested in the implementation of the Sendai Framework as well as in the integral management of disaster risk as a key component for sustainable development. The Regional Platform, will include an intergovernmental segment, including a Ministerial Meeting and a Technical Meeting on the implementation of the Regional Action Plan (RAP). The individual contractor will work under the overall guidance of the Associate Administrative Officer. The working environment entails working collaboratively with the UNDRR Regional Office for the Americas and the Caribbean for the successful achievement of the responsibilities and assigned tasks. Within delegated authority, the individual contractor will be responsible for the following duties: - Drafts routine correspondence to respond to enquiries in respect to relevant administrative matters. - Coordinates extensively with service units and liaises frequently with internal team members at regional office for the Americas and the Caribbean. - Provision of general administrative support in the coordination of virtual and in-person meetings (invitation and confirmation), logistic notes and follow-up on requests from the organizers and participants. - Coordinate the logistics for the Women’s Network for Latin America and the Caribbean for Disaster Risk Reduction meetings. - Request for quotations, create comparative charts with the detail of providers, product/ services and amount, and their proper file in the Admin Teams folder. - Support the organization of the IX Regional Platform for the Disaster Risk Reduction in the Americas and the Caribbean (RP26) to be held the first week of May 2026 in The Bahamas. The RP26 is co organized by UNDRR and the Government of The Bahamas. The individual contractor will have to work collaboratively with other UNDRR team members and other consultants as well as partners and other stakeholders involved in organizing the RP26. - Provide support in all procurement processes to be done for RP26 services ( such as: interpretation, translation, online platforms and software, production companies, interactive tools, among others) from the elaboration of Terms of Reference (jointly with the Hybrid event manager), support with quotations and follow-up on administrative tasks. - Serves as focal point for administrative coordination of RP26 implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, attends meetings, prepares minutes, monitors follow-up activities, etc. - Develop and update the participants' lists and registration process before and during the event. - Management of the registration set up and workflow implementation in the back end of the online registration system. - Support the invitation process to member states, partners and follow up to the Ministerial meeting confirmations. Support members states in the their participation. - Support responses of Regional Platform’s incoming enquiries and follow-up communication with participants. - Coordinate the official statement segment through pre recorded videos. - Support Advisory Council meetings: organization, invitation, setting up and monitoring. - Advise communications team on the updating of relevant information to the webpage based on incoming inquiries. - Support the elaboration of regular newsletter and email alert to be sent out to registered participants in coordination with the communication team. - Provide regular statistical reports on registration and attendance. - Provide support for other logistics arrangements as requested. Qualifications/special skills- A high school diploma or equivalent is required. Certification in Administration, Events Management, or Human Resource Management is desirable. A minimum of three (3) years of professional experience related to administrative areas is required. Experience working with UN entities or any other similar international organization is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. Fluency in English and Spanish is required. Additional InformationDue to the high volume of applications received, only successful candidates will be contacted. *FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY*. UNDRR values diversity among its staff. We welcome applications from qualified women, men, and people with disabilities. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.