DUTIES AND RESPONSIBILITIES:
The incumbent will provide secretarial and administrative support to the National Emergency Coordinator working under the supervision of the ARR Crisis Prevention and Recovery Unit.
Type a variety of documents and correspondence, project status reports, agreements, technical reports etc.
Arrange appointments, both inside and outside the office, receive visitors, place and screen telephone calls, receive and dispatch mail, make travel arrangements and process F-10 forms, maintain and update mailing lists, coordinate for the maintenance of office equipment, requisite office stationery and supplies, and serve as Unit focal point for security related matters;
Set up meetings with high-ranking Government officials and other partners;
Undertake data entry in the ATLAS for projectís budget transactions, budget revisions and submission. Also prepare transmittal letters and dispatch budget revisions and related documents;
Maintain project and administrative files and also keep electronic copies of prodocs, minutes of meetings and reports of monitoring visits;
Prepare standard letters and maintain follow up system;
Draft non-substantive routine correspondence;
Provide logistical support to the visiting mission;
Liaise with other sections in UNDP, as and when required for facilitation and follow up purposes;
Maintain and update list of names, addresses and telephone numbers of officials relevant to disaster management business in the country;
Facilitate auditors and provide/obtain for them required information; and
Provide any other secretarial/facilitating functions as assigned by the supervisor