Team Assistant
2 days ago
Performs a wide range of office support and administrative functions, including travel arrangement (ticket, visa, etc), related protocol matter (stay permit / visa / custom clearance / etc) and assist in preparation of the C/IC recruitment package and other related human resources management, inventory management, physical inventory checking and inventory report preparation, preparation of payment documentation, etc. This may include performing related UMOA roles such as Requisitioning (Goods / Services / C/IC), Service Receipt, Goods Receipt, Travel Administrator, HR mini master and bank information enrichment.
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.
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.
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 duties as assigned.
**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.
EducationHigh 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 ExperienceA minimum of three years (or one year if graduated with a bachelor's degree) of progressively responsible experience in general office support or related area is required.
Experience working with Microsoft Office is required.
Experience in the United Nations Common System or international organizations is desirable.
Experience working with an enterprise resource planning (ERP) system, such as SAP or Peoplesoft, is desirable.
Experience in organizing international meetings, workshops, conferences both on-site and on-line using meeting tools such as Microsoft Teams, Zoom is desirable.
Experience of working with data and presentation of data, including page design in Microsoft SharePoint, is desirable.
LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of Thai is desirable. Knowledge of another official United Nations language is desirable.
AssessmentQualified applicants may be evaluated through a competency-based interview and/or other assessment methods.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environme
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