Project Assistant

Mission and objectivesCreated in December 1999, the United Nations Office for Disaster Risk Reduction (UNDRR) is the designated focal point in the United Nations system for the coordination of efforts to reduce disasters and to ensure synergies among disaster reduction activities of the United Nations and regional organizations and activities in both developed and less developed countries. Led by the Special Representative of the Secretary-General for Disaster Reduction (SRSG), UNDRR has over 100 staff located in its headquarters in Geneva, Switzerland, and in regional offices. UNDRR guides, monitors, analyses and reports on progress in implementation of the Sendai Framework for Disaster Risk Reduction 2015-2030, supports regional and national implementation of the Framework and catalyzes action and increases global awareness to reduce disaster risk working with the United Nations, Member States and a broad range of partners and stakeholders, including civil society, private sector, parliamentarians and the science and technology community. UNDRR convenes and organizes Global Platforms for Disaster Risk Reduction, every three years as mandated by the UN General Assembly, to take stock on the progress made, identify gaps, share good practices, and to re-energize the disaster risk reduction community to accelerate the implementation.

ContextThis position is located within the Regional Office for Europe and Central Asia of the United Nations Office for Disaster Risk Reduction (UNDRR ROECA). The Project Assistant reports to the Administrative Assistant and Project Coordinator of UNDRR ROECA. The United Nations Office for Disaster Risk Reduction (UNDRR) is the UN system's focal point for coordinating efforts to reduce disaster risk and build the resilience of communities and nations. UNDRR supports the implementation of the Sendai Framework for Disaster Risk Reduction 2015–2030, promoting risk-informed development and strengthening disaster preparedness around the world.

Task DescriptionWithin the delegated authority and under the supervision of the Administrative Assistant or his/her designated mandated representative(s), the UNV Project Assistant will be responsible for the following duties: • Performs a wide range of office support and administrative functions for the project “Strengthening Transboundary Collaboration and Capacities on Disaster Risk Reduction and Early Warning Systems in the Western Balkans”. • Supports preparations for meetings, conferences, workshops and side events, including timely logistical arrangements and follow-up communication with attending parties. • Utilizes UMOJA (the UN Secretariat's ERP system) to support administrative tasks such as travel requests, expense reports and purchase orders for low-value acquisitions. • Drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of complex documents and reports. • Screens phone calls and visitors; responds to moderately complex information inquiries and as necessary, refers inquiries to appropriate personnel for handling. • Maintains and coordinates calendars/schedules; monitoring changes and communicates relevant information to appropriate personnel inside and outside the project team. • Updates and maintains project distribution lists, managing a client relationship information database; monitors, prepares and distributes various updates, materials and reports using electronic formats; handles arrangement for printing and translation as necessary. • Keeps track of project documentation, reports, and communications, ensuring easy and efficient accessibility of information. Assist in drafting and editing minutes from related meetings. Supports development of communication materials of the project, including non-official translations. Coordinates the production and storage of all documentations related to the project and relevant for reporting and audit purposes. • Supports the Project Coordinator in monitoring of project timelines, deliverables, and budgetary allocations. Assists in updating the project’s work plan to ensure core activities are on schedule. • Any other related tasks as may be required or assigned by the supervisor. Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities: • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities. • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Competencies and values• Professionalism: demonstrated understanding of operations relevant to UNDRR ROECA technical capabilities or knowledge relevant or transferrable to UNDRR ROECA procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; • Integrity: demonstrate the values and ethical standards of the UN and UNDRR ROECA in daily activities and behaviors while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behavior; does not abuse power or authority; • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues; • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities; • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary; • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNDRR ROECA mission and vision, as well as to the UN Core Values.

Living conditions and remarksAlbania is located in Southeastern part of Europe, by the Mediterranean Sea. The country is making significant strides towards economic growth and European Union integration. The country’s strategic location offers potential for tourism and trade which can further boost its economy. Despite being one of the poorer countries in Europe, the consistent economic growth of 2-5% annually over the past decade is promising. The population in the Republic of Albania as per the last Census data of September 2023 is 2,402,113, (out of these number 266,256 boys and 250,616 girls) with a decrease of 420 thousand people, compared to the 2011 Census. Public security is generally good, particularly in Tirana, and Albanians are very hospitable to visitors. Crime and violence do occur in some areas but reports of crime specifically targeting foreigners are rare. Petty thefts or scams do exist, but in no larger scale than in many other cities. Climate is typical Mediterranean, particularly in the regions closer to the sea, including Tirana, the capital, whereas in the east mountainous areas the climate resembles the continental one. The official language is Albanian. Many persons speak or understand Italian, whereas English is not common, and it is mostly spoken by younger generations.