Team Assistant
7 days ago
OCHA Regional Office for Asia and the Pacific (OCHA ROAP), based in Bangkok, Thailand. OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response effort. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.
This position is located in the Administrative Support Unit, in the OCHA Regional Office for Asia and the Pacific. The incumbent reports to the Senior Administrative Assistant.
**Responsibilities**:
Under the direct supervision of the Senior Administrative Assistant, and overall supervision of the Regional Administrative and Finance Officer, the incumbent is required to perform the following functions:
- 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. answer requests requiring file search, etc.), and as necessary, refers inquiries to appropriate
- Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
- Assists in organizing conference/workshop including participants’ travel arrangement.
- Assists in the maintenance of websites by scanning, converting and posting a variety of documents on to 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.
- Maintains files (both paper and electronic) and databases for work unit.
- Assists in providing software and office equipment support.
- Assists in gathering information and providing summary for procurement process as required.
- Assists in gathering information to process Consultant / Individual Contractor contracts as required.
- Assists in inventory record and physical verification exercise.
- Serving as a Note Taker for the internal meetings or interviews for junior posts as required.
- Performs other related duties as assigned.
Competencies
- 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.
- CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education
High school diploma or equivalent is required.
Relevant first-level university degree in combination with one year of qualifying experience may be accepted in lieu of three years of requir
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