Team Assistant

Org. Setting and Reporting

This position is located in the Transportation & Life Support Service (TLSS), Procurement Division (PD), Office of Supply Chain Management (OSCM), Department of Operational Support (DOS). The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions. The Office of Supply Chain Management includes the Office of the Assistant Secretary-General for Supply Chain Management, Logistics Division, the Procurement Division, the Uniformed Capabilities Support Division, Global Service Centre, Aviation Safety Section and the Enabling and Outreach Service. The mandate of the Procurement Division is to provide responsive, effective, and quality expert procurement services and business advice to United Nations (UN) Headquarters, field missions, and other UN organizations, while achieving best value for money, ensuring a competitive, fair and transparent process in accordance with established regulations, rules and procedures. The incumbent reports to the Team Lead in TLSS, or designated official.

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.

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.

Source: https://careers.un.org/jobSearchDescription/240301?language=en