Team Assistant

Org. Setting and Reporting

This position is located in the Independent Evaluation Section (IES), Office of the Executive Director (OED), United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the direct supervision of the Evaluation and Research Assistant and overall guidance of the Deputy Chief and the Chief of the Section. For more information on UNODC, please visit the website: www.unodc.org

Responsibilities

Within assigned authority the Team Assistant will be responsible for the following specific duties:

• Perform a wide range of office support and administrative functions (e.g. arrangements for meetings and other events, room reservations, screen phone calls, printing of documentation, etc.), including preparing and/or processing administrative requests/documents (e.g. low value requisitions, purchase orders, travel requests, contracts, payments, visa applications, etc.);
• Provide a wide range of administrative and secretarial assistance to the Chief and Deputy Chief of the Section, including arrangement for meetings, preparation of background materials, mission travel, maintenance of the calendar, etc.;
• Support the Chief of the Section and the Deputy Chief in all administrative and logistical work, including all travel, management of leave, meetings, etc.
• Provide secretarial, administrative and logistical support for the Section, including all evaluation activities (e.g. travel arrangements for IES staff as well as consultants/evaluators, meeting arrangements, monitoring of follow-up actions etc.);
• Provide support to all Procurement processes in IES, including Low Value Procurement;
• In collaboration with the Staff and Communications Assistant, provide administrative support for the recruitment and onboarding process of all consultants, evaluators and experts. This entails assisting in reviewing Terms of reference, corresponding with consultants, evaluators and experts, as well as the focal points in the Human Resources Management Service, assisting with issuing payments and facilitating the evaluation of consultants;
• Provide support with the recruitment processes of temporary and fixed-term staff members at all levels in IES;
• Prepare, organize and facilitate regular staff meetings; assist in drafting the minutes and disseminate meeting-related documents; • Research, compile and organize information and reference materials from various sources for reports, work plans, briefings, meetings etc.;
• Assist as a back-up for the Staff and Communications Assistant as well as the Programme Assistant during periods of absence;
• Review, record, distribute and/or process mail and other documents; follow up on impending actions;
• Update and maintain large distribution lists; monitor, prepare and distribute various materials, reports, where possible using electronic formats; handle arrangements for printing as necessary;
• Assist in providing software and office equipment support, including ordering office supplies and stationery;
• Assist 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.
• Assist with visualizations and updating information material such as web pages or brochures.
• Perform other work-related duties as assigned.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of three years of administrative work experience is required. The minimum years of relevant experience is reduced to one for candidates who possess a first-level university degree or higher. Experience working with an Enterprise Resources Planning (ERP) system is required. Experience in the administration of recruitment-, travel-, secretarial- as well as procurement-processes in the United Nations Secretariat or in an international Organization is required. Experience in working with SAP (Umoja) and the UN Talent Management/Recruitment System (Inspira) is desirable. Experience within the United Nations system or a similar international organization 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 United Nations official language is an advantage.

Source: https://careers.un.org/jobSearchDescription/235672?language=en