Coordination & Administrative Assistant

United Nations Office for Project Services (HQ)

Drive coordination and facilitation of project activities throughout the country program and support office-related administrative tasks.

The position will be based in Yemen s temporary capital Aden.

To facilitate coordination with national and local authorities, focal points, as well as community leadership for the effective implementation of project activities. In addition, supporting administrative processes at office level.

Functions:

• Project Activities Support

  • In consultation with the UN-Habitat team, coordinate and meet with community leaders and members and convene meetings in project target areas

  • Assist in initiating community outreach activities, i.e., facilitating beneficiary selection processes

  • Inform project stakeholders on project activities

  • Facilitate regular field visits

  • Assist the team and partners to identify projects and needs related to project components

  • Assist in coordinating with relevant agencies and institutional counterparts where necessary, and ensure follow-up actions

• Administrative Support

  • Liaise with government counterparts and stakeholders, coordinate and schedule meetings, and sustain strong professional relationships with them

  • Provide administrative support for conferences, workshops and retreats

  • Follow up on deadlines, commitments and actions, coordinating the collation and submission of reports as required

  • Assist in record keeping and data entry

  • Compile and organize information for periodic audits

  • Contribute to office management and procurement, including travel support

• Travel and Logistics

  • Prepare documentation for security clearances

  • Support travel transaction processes, including requests for visas, identity cards, and other documentation for personnel, UN officials and visitors, ensuring compliance with UN rules and regulations

  • Arrange hotel reservations and organize pickups, hospitality, protocol customs, and immigration support for visiting officials

  • Provide timely updates to individuals or units on administrative steps, project file status, and pending issues

  • Support overseeing external transportation service contractors, including performance monitoring and invoice processing