Team Assistant

Job Description

Background

This position is located in the Coordination Unit of OCHA Venezuela in Caracas. The incumbent reports to one or more officers or Head of Unit/section.

OCHA is the office of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.

The coordination of Humanitarian Affairs is part of OCHA's mandate to contribute to principled and effective humanitarian response through coordination, advocacy, policy, information management and humanitarian financing tools and services.

During the first half of 2019, the United Nations put in place a humanitarian coordination architecture in accordance with international standards, as outlined in United Nations General Assembly Resolution 46/ and based on the humanitarian principles of humanity, neutrality, impartiality and independence. This included the appointment of the Humanitarian Coordinator, who leads the Humanitarian Country Team for strategic decision-making, the activation of eight thematic clusters and two areas of responsibility to operationalize the response and four regional coordination hubs to ensure assistance as close as possible to people in need. This coordination structure is essential to bring together all humanitarian actors, including national and international NGOs, UN agencies, funds and programmes and the Red Cross and Red Crescent Movement as observers, all of whom have significantly increased their capacity to respond to the current situation in Venezuela.

In addition, the United Nations Office for the Coordination of Humanitarian Affairs (OCHA) has been established to support the entire structure. Since 2019, OCHA has expanded its presence in Venezuela, through four regional coordination hubs in Caracas (Capital District), Maracaibo (Zulia), San Cristobal (Tachira) and Ciudad Guayana (Bolivar). OCHA is contributing to having a coherent and coordinated approach to the humanitarian response in Venezuela, to ensure that assistance reaches the most vulnerable populations in a timely, predictable and effective manner and based on the humanitarian principles of humanity, impartiality, neutrality and independence and in the framework of the Humanitarian Response Plan (HRP) 2024/25.

The Team Assistant will contribute to facilitate a coherent and effective response and his or her responsibilities will be directly aligned with OCHA's core functions. The Team Assistant will report to the OCHA Head of Sub-Office in Ciudad Guayana, or Head of Sub-Office in Maracaibo, or Head of Sub-Office in San Cristobal (depending on the state to which he or she is assigned) and to the Coordination Unit of the OCHA national office. The Team Assistant will report directly to the Head of the OCHA Sub-Office to which he or she is assigned.

Subnational coordination and monitoring carried out by Team Assistant on the ground contributes to strengthening the humanitarian coordination architecture. Specifically, the Team Assistant will be responsible for supporting existing coordination mechanisms in the assigned state. Successful performance will allow for the collection of additional information on community needs, response, access, and perceptions. Within this framework, the Team Assistant's scope of responsibility encompasses the assigned state, extending to related areas and areas of influence.

Duties And Responsibilities

Provides general office support services to help ensure the smooth functioning of an organizational unit
Uses standard word processing package to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards.
Proofreads written products for completeness and grammatical and typographical accuracy
Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit
Reviews, records, routes and/or processes mail or other documents; gathers pertinent background material; tracks and monitors follow-up action as required.
Receives phone call and visitors, and responds to routine inquiries and information requests, including drafting routine written responses, or routes to appropriate personnel for handling as required
Maintains files (both paper and electronic) and databases for work unit
Updates and maintains large distribution lists; assemble documents, reports and other materials for global dissemination, where possible using electronic formats; coordinates courier services
Performs basic data entry and extraction functions
Checks accuracy of simple calculations, codings, data, etc.
Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g. travel requests, expense claims, vouchers, visa applications, etc.)
Photocopies a variety of documents and other materials.
Operates and maintains a variety of office equipment in the performance of basic office functions, e.g. photocopier, facsimile, printer, scanner, etc.
Delivers urgent mail/messages.
Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
Assists with visualizations and updating information material such as web pages or brochures
Performs other duties as assigned

Competencies

CORE

Achieve Results LEVEL 1: Demonstrate focus on achieving quality results and impact.

Think Innovatively LEVEL 1: Look beyond conventional approaches and established methods

Learn Continuously LEVEL 1: Actively pursue opportunities for learning and self-development professionally and personally

Adapt with Agility LEVEL 1: Be flexible in handling change, and adopt new ideas, approaches and ways of working

Act with Determination LEVEL 1: Pursue everything with motivation and drive

Engage and Partner LEVEL 1: Act in a way that demonstrates empathy and emotional intelligence, showing consideration for the needs and feelings of others

Enable Diversity and Inclusion LEVEL 1: Treat all individuals with respect, consider ethical implications and respond sensitively to all differences among people.

Cross-Functional & Technical competencies

Thematic Area Yam Definition

Business Development Knowledge Generation

Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.

Business Management Customer Satisfaction/Client Management

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers' needs.
Provide inputs to the development of customer service strategy.
Look for ways to add value beyond clients' immediate requests.
Ability to anticipate client's upcoming needs and concerns.

Business Management Project Management

Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals

Business Management Risk Management

Ability to identify and organize action around mitigating and proactively managing risks

Business Management Results-based Management

Ability to manage the implementation of strategies, programmes, and projects with a focus at improved performance and demonstrable results. Knowledge and understanding of relevant theories, concepts, methodologies, instruments, and tools.

Administration & Operations Documents and Records Management

Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Communications Writing and Editing

Ability to create and/or edit written content in different UN languages

Education

Required Skills and Experience

Completion of secondary education or equivalent is required.

Experience

Minimum three (3) years of relevant experience in general office support, programme or project administration, technical cooperation, social sciences, communication, public administration or related field is required.
Experience working in the UN or other international humanitarian (NNGO or INGO)
Knowledge in the usage of computers, office software packages (MS Word, Excel, etc.), database packages, and web-based management systems such as ERP
Knowledge of IASC regulations related to the area of humanitarian coordination, Knowledge of the composition, objectives, and interrelationships of the humanitarian coordination structure in Venezuela
Knowledge of the cluster system, its objectives, and its functions within humanitarian coordination
Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel.

Language

Fluency in spoken and written Spanish is required

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

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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