Team Assistant

Org. Setting and Reporting

This position is located in Executive Office of the Department of Economic and Social Affairs (DESA). The Executive Office also provides support services to the Office of the Special Adviser of Africa (OSAA), the Office of the High Representative for the Least Developed Countries, Landlocked Developing Countries and Small Island Developing States (OHRLLS), Chief Executive Board (CEB) Secretariat New York Office and the Regional Commissions New York Office (RCNYO). The incumbent works under the direct and overall supervision of the Senior Human Resources Officer and overall guidance of the Executive 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 Executive Office’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, internal committees, conferences, etc.
• Assists in the maintenance and updating of Executive Office’s internal webpage 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, and communication to staff 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, physical inventory, 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 the Executive Office.
• 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.
• Performs other duties as assigned.

Work Experience

• A minimum of three years of relevant experience in general office support, human resources administration 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 using Microsoft Office 365 applications is required. Experience in working with enterprise resources planning (ERP) systems, such as SAP or similar, is desirable. Experience working in an office dealing with confidential information is desirable. One or more years of experience in data analytics or related area 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/234790?language=en