TEAM ASSISTANT

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

JOB DESCRIPTION

Job Opening
Job Opening ID221354
Job Network : Gestion et administration
Job Family : Administration
Category and Level : Catégorie des services généraux et catégories apparentéesG-4

Duty Station : NEW YORK

Department/Office : Force Generation Service
Date Posted : Nov 8, 2023
Deadline : Dec 7, 2023
Org. Setting and Reporting
These positions are located in units across the Office of Military Affairs, Department of Peace Operations. The incumbent reports to the Service/Team Chief.
Responsibilities
Within limits of delegated authority, 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. • Drafts responses to a wide range of communications within the Department, with other agencies of the UN system, and Member States. • 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.; and updates electronic files for correspondence tracking. • 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. 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 AND 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
Not available.
Work Experience
A minimum of three years of progressively responsible experience in administrative and office support functions is required. The minimum years of relevant experience is reduced to 1 for candidates who possess a first-level university degree or higher. Experience in enterprise resource planning (ERP) related to the procurement process is required. Working knowledge of Microsoft Office applications (Word, Excel and PowerPoint) is required. Experience in drafting and proofreading correspondence is required.
Languages
English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.
This job has expired.