Admin and Coordination Assistant

Job Posting Organization:
The Bureau of External Relations and Advocacy (BERA) is a key component of the United Nations Development Programme (UNDP), which is recognized as the world's leading global development agency. BERA's mission is to enhance UNDP's global authority and thought leadership on sustainable development, addressing critical issues such as poverty, inequality, and climate change. Established to support UNDP's strategic relationships and alliances, BERA plays a vital role in financing efforts to achieve the Sustainable Development Goals (SDGs). The Bureau operates through three main service lines: Public Partnership, Advocacy, Marketing and Communications, and Private and Finance Partners. BERA has a robust network of Representation Offices in major cities including Brussels, Copenhagen, Geneva, Tokyo, and Washington D.C., as well as Regional Teams across five hubs: Africa, Arab States, Asia Pacific, Europe and CIS, and Latin America and the Caribbean. In April 2021, UNDP opened a representation office in Berlin, Germany, to strengthen its partnership with the German government and enhance visibility among German constituents. This office focuses on supporting country-led efforts to achieve the SDGs, promoting democratic governance, poverty eradication, and addressing climate change and environmental issues.

Job Overview:
The Admin and Coordination Assistant position is crucial for supporting the implementation of three grants managed by the Germany Representation Office (GRO) of UNDP. The role encompasses a variety of administrative, finance, and procurement support duties, which are essential for the effective functioning of the office. The assistant will be responsible for clerical and coordination tasks, including scheduling meetings, managing the office calendar, and ensuring that all necessary materials are prepared for meetings. The position requires a proactive approach to liaising with internal and external stakeholders to facilitate productive engagements. The assistant will also assist in managing budget-related issues and financial operations, ensuring that all activities are completed within designated timeframes and budgetary limits. This role is integral to the successful execution of projects and the overall mission of the GRO.

Duties and Responsibilities:
The Admin and Coordination Assistant will perform a wide range of duties, including:

• Providing administrative support by organizing and maintaining the office and director's calendar, scheduling meetings, and preparing agendas.
• Drafting, editing, and proofreading documents, reports, and presentations.
• Organizing business trips, including booking flights, hotels, and transportation, and preparing travel itineraries.
• Liaising with stakeholders to facilitate meetings and ensuring follow-up actions are completed.
• Assisting in budget management and financial operations of the office.
• Making logistical arrangements for seminars, workshops, and training events, including venue reservations and catering.
• Providing procurement support for events and ensuring timely acquisition of necessary supplies.
• Supporting partnership building and engagement with foundations and German philanthropies.
• Assisting in the preparation of missions for senior UNDP officials, including logistical support and meeting preparations. 1
• Contributing to knowledge sharing and networks relevant to the assigned projects.

Required Qualifications:
Candidates must possess a minimum of 4 years of administrative and procurement experience at the national level with secondary education, or 1 year of experience with a Bachelor’s degree in a relevant field. Demonstrated experience in working with multiple stakeholder groups, including government counterparts, NGOs, and private sector partners, is essential. Proficiency in MS Office applications and strong overall computer literacy are required. Candidates must also have legal eligibility to work in Germany, as UNDP will not provide visa support for this position.

Educational Background:
A secondary education is required for this position. However, a Bachelor’s degree in Business Administration, Public Administration, Financial Management, or a related field will be given due consideration, although it is not mandatory.

Experience:
The position requires a minimum of 4 years of relevant administrative and procurement experience at the national level for candidates with secondary education, or 1 year of experience for those with a Bachelor’s degree. Experience in providing administrative and logistical support in a project or office context is necessary, along with demonstrated experience in working with various stakeholder groups.

Languages:
Fluency in both English and German, both written and oral, is mandatory for this position. Proficiency in additional languages may be considered an asset but is not required.

Additional Notes:
This position is locally based in Germany, and UNDP will not provide visa support. The role is full-time, and candidates should be aware that UNDP values diversity and encourages qualified applicants from all backgrounds to apply. The organization is committed to creating an inclusive workplace and does not tolerate harassment or discrimination. UNDP reserves the right to select multiple candidates from this vacancy announcement and may retain applications for similar positions.