Team Assistant
2 days ago
The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote sustainable and inclusive development and regional connectivity in the Asian and Pacific region. ESCAP’s role as a regional development arm of the United Nations Secretariat is to support its membership with policy oriented research and analysis, normative support and technical assistance and capacity building, to respond to the development priorities and changing needs of the Asian and Pacific region.
This position is located in the Procurement Unit, in the Division of Administration. The incumbent reports to the Chief of Procurement Officer (CPO).
**Responsibilities**:
Under the direct supervision of the Chief of Procurement Officer, and overall supervision of the Director, Division of Administration, the incumbent is required to perform the following functions:
- Provides team support to help ensure the smooth functioning of the procurement unit, establishing good working relationship with peers and colleagues with a view to proactively participate in the unit and provide technical assistance to the team and professional procurement services to the clients.
- Responds or drafts responses to routine correspondence and other communications; uses standard Microsoft word processing package to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards. This includes but is not limited to excel spreadsheets, Power Point Presentations, Word documents. PDF editor.
- Proofreads written products for completeness and grammatical and typographical accuracy.
- Screens phone calls and visitors; responds to routine inquiries and information requests, routes to appropriate personnel for handling as required.
- 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. Checks accuracy of simple calculations, coding, data, etc.
- Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
- Updates and maintains large distribution lists; assembles documents, reports and other materials for global dissemination, where possible using electronic formats; coordinates courier services.
- Maintains files (both paper and electronic) and databases for work unit.
- Assists in providing software and office equipment support.
- Performs other 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.
- 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 required experience.
Work Experience
A minimum of three years (or one year if graduated with a bachelor’s degree) of experience in general office support or related area is required.
Experience working with the Enterprise Resource Planning system, i.e. SAP, PeopleSoft or etc. is desirable.
Experience working with Microsoft Excel, PowerPoint, Word and also PDF editor is desirable.
Experience in the United Nations Common System or 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. Knowledge of another UN official language is an advantage.
Assessment
Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods.
Special Notice
Must have passed the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.
United Nations Considerations
Due regard will be paid to the importance of recruiting the staff on as wide a geographical
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