Team Assistant

UNITED NATIONS – NATIONS UNIES Ref. No.: HRSS/13-12-1984
DUTIES AND RESPONSIBILITIES

Within limits of delegated authority and depending on location, Team Assistants at this level may be responsible for the following duties:

  • Performs a wide range of office support and administrative functions.
  • Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
  • Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
  • Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
  • Generates a variety of standard statistical and other reports, work orders, etc., using various databases.
  • Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
  • Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling.
  • Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
  • Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
  • Assists in the preparation of presentation materials using appropriate technology/software.
  • Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
  • Performs data entry and extraction functions.
  • Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
  • Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
  • Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
  • Maintains files (both paper and electronic) and databases for work unit.
  • Assists in providing software and office equipment support.
  • Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.
  • Performs other duties as assigned.

COMPETENCIES

  • Professionalism – Knowledge of general office and administrative support including administrative policies, processes and procedures. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
  • Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
  • Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

QUALIFICATIONS

Experience: A minimum of four years of progressively responsible experience in administrative services or related area.

Education: High school diploma or equivalent. Must have passed the United Nations Administrative Support

Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away.

Languages: English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage. Other Skills:

SPECIAL NOTICE FOR GENERAL SERVICE POSITION

Complete the application, P-11 form or Personal History Profile (visit https://inspira.un.org to generate a PHP), available on the www.uneca.org webpage. No other version of CV will be accepted. IMPORTANT:

Only those applicants who are being considered will be contacted for an interview. Recruitment for this position is done on local basis, whether or not the candidate is a resident of the duty station. External candidates will be considered only when no internal candidates are identified. If selected, externals will be responsible for any travel expenses incurred to take the ASAT exam, on appointment and separation. PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.

DOCUMENTS REQUIRED: X X X X X Cover Letter P-11 form or Personal History Profile (visit https://inspira.un.org to generate a PHP) Proof of required academic credentials (for external applicants) Employment verification letter from most recent employer (for external applicants) Last two completed Performance Appraisal or two Reference Letters for external applicants Other:

ALL SUBMISSIONS TO BE SENT TO Email Address: Subject line: RecruitmentGPost@uneca.org Team Assistant Ref No# HRSS/13-12-1984

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