TEAM ASSISTANT

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    3 months ago
  • Category:
    Administration
  • Deadline:
    07/12/2023

JOB DESCRIPTION

Job Opening
Job Opening ID220788
Job Network : Gestion et administration
Job Family : Administration
Category and Level : Catégorie des services généraux et catégories apparentéesG-4

Duty Station : BRINDISI

Department/Office : United Nations Logistic Base
Date Posted : Nov 8, 2023
Deadline : Dec 7, 2023
Org. Setting and Reporting
The United Nations Global Service Centre (UNGSC) provides critical Supply Chain, Geospatial, Information and Telecommunications Technologies services and Training to all Secretariat Entities, Peacekeeping and Special Political Missions, Agencies, Funds and Programmes of the UN system worldwide. These positions are located in the United Nations Global Service Centre, Brindisi, Italy, in the Warehouse & Distribution Team, Delivery and Return Section, within the Supply Chain Service. These positions are under the supervision of the Senior Logistics Assistant.
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. • Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc. • 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. • 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. • Prepares Material Request Orders for transfer of assets to various missions. • Assists staff within the Section with respect to relevant procedures and practices. • Maintains and monitors relevant databases, e.g., stock levels of various supply items and generate reports. • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information material such as web pages or brochures. • 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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.
Education
High school diploma or equivalent is required.
Job – Specific Qualification
Driving License type “B” is required. Driving License type “C” is desirable. Forklift License (3 Ton and above) is desirable.
Work Experience
A minimum of three (3) years of experience in general office support, logistics or related area is required. The minimum years of relevant experience is reduced to one (1) for candidates who possess a first-level university degree or higher. Experience working with Microsoft Office and SAP/ERP is required. Experience in warehousing management is desirable. Experience in Air Cargo loading operations is desirable.
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.
This job has expired.