Background

Office/Unit/Project Description 

The Bureau of External Relations and Advocacy (BERA) is responsible for positioning UNDP as the world’s leading global development agency, promoting its global authority and thought leadership on sustainable development and the interconnected issues of poverty, inequality, and climate change. BERA leads and supports UNDP in building and nurturing strategic relationships and alliances essential to achieving its mission and ways of financing the Decade of Action to achieve the Sustainable Development Goals. It is also responsible for global campaigns on critical development issues, which aim to inform government policies and build partnerships around high-impact solutions. BERA coordinates and sets corporate standards across the functions of partnerships, marketing and communications within UNDP and leads on internal communications. The Bureau is positioned around three service lines; Public Partnership; Advocacy, Marketing and Communications; and Private and Finance Partners, all working in close collaboration and coordination under the guidance of the Directorate and with the support of the Management Support Unit and Strategic Analysis and Engagement team. BERA has a robust network of Representation Offices (Brussels, Copenhagen, Geneva, Tokyo and Washington D.C.) and Regional Teams in five hubs (Africa, Arab States, Asia Pacific, Europe and CIS, and Latin American and the Caribbean) co-led with Regional Bureaux.

In April 2021 UNDP opened a new representation office in Germany. The office, located in Berlin, reflects the complementary agenda between UNDP and Germany and the shared ambition of supporting country-led efforts to achieve the SDGs through the promotion of democratic governance, poverty eradication, stabilization and conflict prevention in fragile contexts and action on inequalities, climate change and the environment, making for a highly convergent partnership agenda. The Office is expected to deepen the partnership with Germany, increase the visibility of UNDP and its work among German constituents and support UNDP at headquarter, regional and country levels in better positioning with German counterparts. The office builds and nurtures strategic relationships with parliament and its committees, Ministries, KFW, civil society, the private sector, foundations, academia, think tanks and the media. In addition, GRO has taken the lead on supporting the substantive coordination of UNDP engagement in the Hamburg Sustainability Conferences on behalf of UNDP and in close cooperation with BMZ, the City of Hamburg and the HSC organization.

BMZ has been supporting the GRO through the provision of grants for thematic activities incl. on the HSC. Currently the GRO has three smaller-scale projects that it implements with BMZ resources focused on the following thematic areas ‘climate partnerships with the private sector’, ‘Financing for development and INFFs’ and ‘Digital partnerships.

The GRO is now looking for an Admin and coordination assistant that supports the implementation of the three grants and fulfills administrative, finance and procurement support duties. These responsibilities encompass various clerical and coordination tasks, such as coordination and scheduling, basic financial operations, filing and record-keeping, logistics, and basic procurement. All activities will be carried out within the designated timeframe and budgetary limits.

Duties and Responsibilities

Scope of Work
Under the overall supervision of the GRO Director and the direct supervision of Project Manager the GRO Admin and coordination Assistant, will perform the below duties and responsibilities:

Administrative Support:

• Organizing and maintaining the office and director's calendar, scheduling meetings, appointments, and events.
• Arranging meetings, preparing agendas, taking minutes, and following up on action items or next steps.
• Develop and prepare official meeting agendas for the office’s engagements, ensuring that all necessary materials are ready in advance.
• Drafting, editing, and proofreading documents, reports, and presentations.
• Organizing business trips, including booking flights, hotels, transportation, and preparing travel itineraries.
• Liaise with internal and external stakeholders to facilitate smooth and productive meetings.
• Track and ensure follow-up actions after meetings are completed.
• Other related duties as required

Provide effective logistical services to the project, focusing on achievement of the following results:

• Assist project personnel and national/ international consultants to arrange travel, i.e. support in development of itinerary, ticket booking/purchasing, arrangement of hotel reservation/apartment, transportation, translation/interpretation services.
• Ensure timely submission of correctly completed travel claims through UnALL/ Quantum.
• Make logistical arrangements for seminars, workshops, trainings and other project related events, including venue reservation, arrangements of meals, translation/interpretation services, and required equipment, office supplies, arrangement of printing handouts materials.
• Arrange translation of documents when required.
• Other related duties as required

Provide procurement support, focusing on achievement of the following results:

• Provide Procurement support to events of UNDP-GRO and FIT Projects.
• Support Coordination with various suppliers/service providers needed for workshops and conferences (e.g. venue, equipment, consultants, etc.) obtain quotations and process payments to these suppliers.
• Ensure sufficient supplies have been acquired and venue arrangement are procured timely and complete.
• Other related duties as required

Competencies

Competencies

Required Skills and Experience

Required Skills and Experience

The following documents shall be required from the applicants:

1. Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
2. A cover letter (maximum length: 1 page) indicating why the candidate considers himself/herself to be suitable for the position.
3. Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as  reports, presentations, publications, campaigns or other materials.