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 as well as procurement functions. • Undertakes low value procurement exercises. • Process procurement transactions through SAP system of the UN. • Process procurement exercises in the solicitation/e-tendering system of the Procurement Division. • Assist other procurement colleagues in procurement exercises. • 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. • 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. • 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 procurement files (both paper and electronic) and databases for work unit. • Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc. • Performs other duties as assigned.

Competencies

• Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. • 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.

Education

High school diploma or equivalent is required.

Work Experience

• A minimum of three years of relevant experience in procurement, contract administration, administration or a related field is required. The minimum years of relevant experience is reduced to 1 year for candidates who possess a first-level university degree or higher. • Experience working with Enterprise Resource Planning (ERP) systems such as SAP or similar system, including the procurement process is desirable. • Experience in a procurement or commercial office environment is desirable. • Experience in general office support or related area 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 official United Nations language is desirable.