Summary of Key Functions:
1. Provision of statistical and status reporting
2. Provision of administrative and secretarial support
3. Provision of logistical support
4. Provision of support to the project management office
5. Other duties as required
1. Provides statistical and status reporting, focusing on achievement of the following results:
- Input and extraction of data from various systems to prepare status and progress reports;
- Design and update of charts and statistical tables, using graphics software;
- Information-gathering and preparation of reports for statistical and monitoring purposes;
- Assistance to team members with computer use, document retrieval and dissemination of information.
2. Provides administrative and secretarial support to area coordinators, focusing on achievement of the following results:
- Timely processing of incoming and outgoing mail and documentation; maintenance of the corresponding register and distribution as appropriate;
- Drafting of minutes, when required, and follow up as needed;
- Preparation of standard replies to queries, advice, statistics etc, seeking critical input from all parties concerned;
- Preparation of reports, charts, graphs and tables, applying skills in use of technology and information system in the organization, accuracy and
compliance with UNOPS format and style;
- Establishment and maintenance of hard and on-line records for easy reference and retrieval. Closure/archiving of all files and final reports on
systematic basis;
- Preparation of briefing materials as required for mission travel and/or discussion on project activities and status.
3. Provides logistical support, focusing on achievement of the following results:
- Support to organization of meetings, conferences, workshops, retreats; preparation of agenda and logistics arrangements, including circulation of the
documentation to be reviewed;
- Arrangement of travel and hotel reservations, preparation of travel authorizations;
4. Provides support to project management office, focusing on achievement of the following results:
- Maintenance of files and records relevant to project management;
- Collection of information on project documentation and compliance;
- Support in costing estimation, resource assignment;
- Processing of project documentation includes assisting project managers globally in obtaining the corresponding approvals.
5. Other duties as required