Team Assistant

This position is located in the Office of the High Commissioner for Human Rights (OHCHR), Bogotá, Colombia. The incumbent reports to a Programme Management Officer.

Responsibilities

Within limits of delegated authority, 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.
• 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.
• 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.
• 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.).
• Assist in travel processing for all requests in Umoja ensuring that all travels are approved in accordance with United Nations Travel policies as well as Travel Processing Officer.
• In close coordination with the supervisor handle all official travel requests, amendments, cancellations, Self-ticket requests and reissue tickets, including obtaining reimbursement, where applicable.
• 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.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Performs other duties as assigned.

Education

• High school diploma or equivalent.

Work Experience

• A minimum of three (3) years of experience in general office support, administration or related area is required. The minimum years of relevant experience is reduced to one (1) for candidates who possess a first-level university degree or higher. At least one (1) year of experience in data analytics or related area is desirable. Experience processing travel requests and related entitlements is desirable. Experience within the United Nations Common System or similar organization is desirable. Experience in Enterprise Resource Planning (ERP) systems such as Umoja, is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written Spanish is required. Knowledge of English is required.

Source: https://careers.un.org/jobSearchDescription/235558?language=en