Administrative Assistant

Volunteering Admin Finance & Economy Communications & PR

Contract

This is a UNV National Youth contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Youth contracts.

The Programme will enhance access to energy from decentralized renewable sources, foster economic empowerment, and improve public governance in the energy sector. These outputs will contribute to Ukraine’s nationally determined contributions (NDCs) towards the Paris Agreement, aimed at reducing global greenhouse gas emissions.

The activities of the Programme are implemented in close coordination with the Ministry of Energy in order to ensure the Programme is in line with Government priorities in the energy sector.

As a result of March-May 2024 attacks on Ukraine's energy infrastructure, critical energy facilities were dramatically damaged - almost 80% of energy generation, transmission and distribution assets were damaged or destroyed, impacting the lives of millions of Ukrainians.

To address this crisis and prepare for the winter 2024-2025, UNDP will support the Ministry of Energy by establishing the Emergency Energy Crisis Technical Headquarters (EECT HQ). In this context UNDP is recruiting an Administrative Assistant to support the EECT HQ team by providing essential administrative and communication support to ensure smooth operations, effective communication with key stakeholders and smooth coordination of the emergency response activities.

The Administrative Assistant will provide administrative and communication support to EECT HQ, by performing the following tasks:

1. Meeting coordination • Support the coordination of meetings with donors, partners, government bodies, local authorities, and embassy representatives. • Ensure all logistical arrangements are in place for meetings, including scheduling, venue setup, and required materials.

2. Program planning and monitoring • Plan and monitor partner programs, ensuring tasks and timelines are met. • Address any issues that arise to maintain program alignment and ensure all milestones are achieved on schedule.

3. Communication with energy aid recipients • Assist in communicating with energy aid recipients to understand and analyze their requests and needs. • Provide timely and accurate responses to inquiries and ensure effective follow-up actions.

4. Coordination with Government and Local Authorities • Communicate with government and local authorities to clarify requests and needs related to energy aid. • Coordinate the processes of receiving, storing, and distributing aid, ensuring compliance with all relevant regulations and protocols.

5. Analytics and reporting • Prepare comprehensive analytics and reports on the receipt, storage, distribution, use, and accounting of aid. • Ensure all data is accurately recorded and presented in a clear and concise manner for stakeholders.

6. Correspondence management • Manage all incoming and outgoing correspondence with stakeholders and various departments within the Ministry. • Ensure timely and accurate communication, maintaining an organized system for tracking correspondence. • Prepare necessary documentation, presentations, and other materials to facilitate the unit’s operations.

7. Meeting organization and coordination • Organize and coordinate meetings with Rapid Support Teams (RSTs) in the Ministries, state authorities, local self-government bodies, and other stakeholders. • Ensure meetings are effectively planned and executed, with all necessary documentation and follow-up actions completed.

8. Administrative tasks • Handle administrative tasks such as filing, data entry, and maintaining records. • Provide general office support to ensure the smooth operation of the EECT HQ.

9. Translation and Interpretation assistance: • Support with consecutive and simultaneous interpretation during coordination and communication meetings with international partners, donors, government bodies, and other stakeholders. • Translate legal and technical documentation, official correspondence, analytical reports, meeting minutes, presentations, official letters, and other written materials from Ukrainian to English and English to Ukrainian.

10. Stakeholder engagement • Maintain positive relationships with all stakeholders, ensuring open lines of communication and effective collaboration. • Act as a liaison between different teams within the EECT HQ and external partners to ensure seamless coordination of activities.

11. Database management • Develop and maintain a database of procurements and in-kind contributions from international organizations and energy companies. • Assist in preparing procurement plans for equipment, materials, and services for 2024 and 2025.

12. Logistical support • Coordinate travel arrangements, including booking flights, accommodations, and transportation for EECT HQ staff. • Assist in organizing workshops, seminars, and other events related to the emergency response activities. • Ensure timely procurement of office supplies and equipment.

13. Financial and budgetary support • Assist in the preparation and monitoring of budgets and financial reports. • Process invoices, expense reports, and other financial documents in accordance with UNDP procedures. • Support the EECT HQ Coordinator in ensuring compliance with financial policies and regulations.

• Accountability
• Adaptability and flexibility
• Creativity
• Judgement and decision-making
• Planning and organising
• Professionalism
• Self-management

providing administrative support in a professional setting.

• Strong translation/ interpretation skills. • Experience in organizing and coordinating meetings, workshops, and events. • Proficiency in managing travel arrangements and logistics. • Excellent communication and interpersonal skills, with the ability to effectively engage with diverse stakeholders. • Experience in managing correspondence and facilitating communication among multiple parties. • Strong organizational and time management skills, with the ability to manage multiple tasks simultaneously. • Proven experience in maintaining organized filing systems and managing office supplies. • Experience in data entry, maintaining databases, and preparing reports. • Familiarity with data analysis and information management tools. • Basic understanding of procurement processes and financial documentation. • Experience in processing invoices and expense reports. • Proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook). • Familiarity with information management tools and software. • Ability to work under pressure and adapt to changing priorities. • Strong problem-solving skills and attention to detail.

The contract lasts for the period indicated in the vacancy with the possibility of extensions subject to availability of funding, operational necessity, and satisfactory performance. However, there is no expectation of renewal of the assignment. This is a full-time contract.

Allowances: • Volunteer Living Allowance (VLA): A Volunteer Living Allowance (VLA) USD 1270 (equivalent in UAH) is provided monthly to cover housing, utilities, and normal cost of living expenses. This includes Well-Being Differentials for the period while the ICSC applies hardship classification to duty stations in Ukraine as “E”. • USD 400 entry lump sum, one-time payment.

Medical and life insurance: • Medical insurance: The UN Volunteer and eligible PFU dependents will receive UNV provided medical insurance coverage. Coverage for UN Volunteers begins from the Commencement of Service and normally ceases one month after the last day of the UN Volunteer Contract date. • Life Insurance: UN Volunteers are covered by life insurance for the duration of the UN Volunteer assignment. If a UN Volunteer dies during the UN Volunteer assignment, the eligible designated beneficiaries will be entitled to receive a life insurance lump sum.

Leave entitlements: • Annual leave:  UN Volunteers accrue an entitlement to 2.5 days of Annual Leave per completed month of the UN Volunteer assignment. Unused accrued Annual Leave up to a maximum of 30 days is carried over in case of a contract extension within the same UN Volunteer assignment. Unused accrued Annual Leave may not be carried over in case of reassignment or a new assignment. • Learning leave: Subject to supervisor approval and exigencies of service, UN Volunteers may request up to ten working days of Learning Leave per consecutive 12 months of the UN Volunteer assignment, starting with the Commencement of Service date, provided the Learning Leave is used within the contract period. • Certified Sick Leave: UN Volunteers are entitled to up to 30 days of certified sick leave based on a 12-month cycle. This amount is reset every 12-month cycle. • Uncertified Sick Leave: UN Volunteers receive seven days of uncertified sick leave working days in a calendar year. This amount will be reset at the established interval period.

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Added 2 hours ago - Updated 1 hour ago - Source: unv.org