Team Assistant

3 weeks ago

กรงเทพมหานคร, Thailand United Nations ESCAP Full time

-Job Code Title:

TEAM ASSISTANT
Department/ Office:

Economic and Social Commission for Asia and the Pacific
Duty Station:

BANGKOK
Posting Period:

21 January 2024-19 February 2024
Job Opening number:

24-ADM-ESCAP-225180-R-BANGKOK (O)
Staffing Exercise ID:

N/A
- United Nations Core Values: Integrity, Professionalism, Respect for DiversityOrg. Setting and Reporting
- The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote inclusive economic, social and environmental development and support regional cooperation and integration in the Asian and Pacific region. ESCAP’s role as a regional development arm of the United Nations Secretariat is to support its membership, through its analytical, normative and technical cooperation, to respond to the development priorities and changing needs of the Asian and Pacific region.

This position is located in the Facilities Management Unit, in the Division of Administration. The incumbent will report to the Chief of Projects Sub-Unit.
Responsibilities
- Under the direct supervision of the Chief, Projects Sub-Unit, Facilities Management Unit, the Team Assistant will 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.
- 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.
- Performs other related duties as assigned.
- Competencies
COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
- 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.
- Education
- High school diploma or equivalent is required. A relevant first level university degree in combination with one year of qualifying experience may be accepted in lieu of three years of required experience.
Work Experience
- A minimum of three years of experience (or one year if graduated with a Bachelor’s degree) in general office support or related area or administration is required.

Experience using MS Office is required.

Experience with any enterprise resources planning (ERP) systems is desirable.

Experience working in the United Nations Common System or other international organizations is desirable.
Languages
- English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Working knowledge of Thai is desirable. Knowledge of another official United Nations language is an advantage.
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