Team Assistant

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Description

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Org. Setting and Reporting

The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations security management system (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions. This position is located in the Central Scheduling Unit (CSU), Security and Safety Service, Department of Safety and Security in New York. The incumbent of this position will report directly to the Supervisor of CSU. The Security and Safety Service at Headquarters is responsible for providing security to delegates, staff, visiting dignitaries and other visitors. This is a unique opportunity to join a diverse, dynamic and exciting organization gaining unique and valuable experience where security provides great value. Besides the opportunity to gain new skills and further advance security expertise, this position offers a fulfilling environment that gives you satisfaction by contributing directly or indirectly to peace and security, human rights, and achievement of the Sustainable Development Goals. For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs

Responsibilities

Within limits of delegated authority, the Team Assistant may 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.
• Assists in the preparation of presentation materials using appropriate technology/software.
• Performs data entry and time manager functions in Umoja.
• Assists in managing and maintaining the Security and Safety Service’s “On Duty” scheduling database.
• 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.).
• Maintains files (both paper and electronic) and databases for work unit.
• Assists in providing software and office equipment support.
• 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. • Performs other duties as assigned.

Education

• High school diploma or equivalent.

Work Experience

• A minimum of three years of experience in general office support or related area is required. The minimum years of relevant experience is reduced to one year for candidates who possess a first-level University degree or higher. Experience in managing and maintaining databases is desirable. Experience with using organizational Enterprise Resource Planning (ERP) system and human resources information system, such as Umoja (SAP), Inspira (Oracle PeopleSoft), or similar system is desirable.

Languages

• English 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 another official United Nations language is an advantage.

Source: https://careers.un.org/jobSearchDescription/239618?language=en

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