Administrative and Programme support

Recognizing that peace is a prerequisite for sustainable development, the Peacekeeping Training Programme Unit (PTPU) works to enable institutions and individuals to make meaningful contributions to sustain peace. The Programme offers people-centred solutions to address capacity gaps by transferring knowledge and skills and transforming attitudes and behaviours. The Programme specializes in providing innovative capacity building and knowledge sharing initiatives (including training, coaching, advising, advocacy and education), which contribute to efforts toward building peaceful, just and inclusive societies.

The Programme makes concrete efforts to widen its outreach (particularly towards the most vulnerable groups such as youth, women, people with disabilities) and to develop longer-term projects, reflecting pressing capacity building needs in conflict and post-conflict countries. The Programme’s portfolio currently includes five thematic areas (i.e. peacekeeping, youth and women empowerment, post-conflict reintegration, rule of law and energy for peace), while additional areas (such as conflict-related sexual violence, youth and radicalization, youth contribution to peace, sport and peace, stress and trauma) are being explored.

The Individual Contractor will provide administrative support to the Peacekeeping Training Programme Unit in its day-to-day operations and perform other duties that might be assigned from time-to-time by the supervisor.

• Act as the Peacekeeping Training Programme Unit (PTPU) focal point to the internal operations units across the institution to ensure effective daily operations are executed by:
  • Preparing contract requests;
  • Collecting and redirecting documentation for contract issuance;
  • Collecting and redirecting evaluations of consultants and individual contractors;
  • Updating and monitoring database of consultants; individual contractors; trainees; and other team member positions within PTPU;
  • Liaising with incoming team members including providing welcome packages and necessary forms for initiation procedures;
  • Preparing mission authorizations for PTPU team members and meeting participants;
  • Redirecting travel claims to FBU for reimbursement for PTPU team members;
  • Advising team members on travel guidelines;
  • Liaising with travel agents to coordinate travel itineraries and visas;
  • Preparing requests for insurance coverage for meeting participants and trainees, where applicable;
  • Assisting with the procurement process;
  • Preparing requests for the procurement of goods and services;
  • Advising team members on procurement guidelines;
  • Reviewing invoices for payment for goods and services;
  • Ensuring invoices for purchases are submitted to the Administration and Procurement Section (APU) for payment on time.
• Support the overall coordination of Programme Unit’s activities by:
  • Providing clerical, administrative, and logistical support to meetings, boards, committees, conferences etc. including the preparation and distribution of minutes and monitoring follow-up activities;
  • Using standard word-processing package, producing a wide variety of large, complex documents and reports;
  • Updating and maintaining large distributions lists;
  • Reviewing, recording, routing, and/or processing mail or other documents; gathering pertinent background material; tracking and monitoring follow-up action as required;
  • Monitoring, preparing, and distributing various materials, coordinating shipment arrangements, courier services, etc.;
  • Maintaining files (both paper and electronic) and databases for the Programme Unit;
  • Responding or drafting responses to routine correspondence and other communications;
  • Proofreading documents and editing texts for accuracy, grammar, punctuation, and style, and for adherence to established standards for format;
  • Recording and maintaining leave and attendance for team members within the Programme Unit database;
  • Maintaining Programme Unit calendar/schedules; monitoring changes and communicate relevant information to appropriate team members within and outside of the Programme Unit;
  • Monitoring processes and schedules related to the Programme Unit’s outputs, products, tasks and following-up on impending actions;
  • Where applicable, assisting in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant requirements;
  • Providing guidance to less experienced staff on general office processes and procedures.
• Performs other duties as required.

• Effective delivery of a wide range of administrative and office support functions under moderate supervision is ensured.
• Financial, Administrative and Management support to the Programme Unit is provided.

• Staff and collaborators in Peacekeeping Training Programme Unit;
• Staff and collaborators in the Operations Unit as well as the Office of the Executive Director;
• Staff and collaborators of other Programmes.

Timely and quality submission of the deliverables; activities implemented with a high degree of effectiveness and efficiency, demonstrating a high degree of professionalism of the Individual Contractor and contributing to an increase in the professional image of the Institute.

Professionalism – Excellent knowledge in the field of finance and administration. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning and organizing – Excellent planning, organizational skills, attention to detail, ability to prioritize own work, delivering results and quality work, including when working under pressure.

Communications – Excellent communication skills (spoken, written and presentation), including the ability to draft/edit a variety of written documents. Ability to evaluate information needs and to provide appropriate and targeted information accordingly.

Technology awareness – Fully proficient in computer skills, with ability to use a variety of software and applications.

Teamwork – Strong interpersonal skills; ability to deal effectively with multiple constituencies and to establish and maintain effective working relations in a multicultural, multi-ethnic environment with sensitivity and respect for diversity.

Education: Undergraduate Degree in Business administration or relevant field.

Experience: Minimum 3 years’ professional experience in finance and administration, preferably in the UN system or an international organization.

Language: Excellent command of two working languages (English and French) is required. Knowledge of another official UN language would be an advantage.