Job Opening
Job Opening ID: 226146
Job Network : Management and Administration
Job Family : Administration
Category and Level : General Service and Related Categories, G-4
Duty Station : SANTIAGO
Department/Office : Economic Commission for Latin America and the Caribbean
Date Posted : Jan 23, 2024
Deadline : Feb 21, 2024

Org. Setting and Reporting
This position is located in the Human Resources Section, Division of Administration, in the Economic Commission for Latin America and the Caribbean (ECLAC), Santiago. The Team Assistant reports to the Chief of the Human Resources Section.

The Economic Commission for Latin America and the Caribbean is one of the five regional Commissions of the United Nations. It was founded in 1948 with the purpose of contributing to the region’s economic and social development. Its mission includes the design, monitoring and evaluation of public policies and the provision of advisory services, expertise and training to Governments, as well as support for regional and international cooperation and coordination activities. Please visit our website at www.eclac.org for further information.
Responsibilities
Within limits of delegated authority and depending on location, Team Assistants at this level may be responsible for the following duties:

• Performs a wide range of office support and administrative functions to help ensure the smooth functioning of the Human Resources Section.
• 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.
• 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, 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.
• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate Section.
• 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.
• 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.).
• Provides support and advice to retirees, and their beneficiaries, regarding regular procedures and communication with the Pension Fund.
• Provides support and advice to staff requesting authorization to perform outside activities, and keeps records accordingly.
• Keeps records of exceptional approvals regarding Human Resources rules and procedures.
• Issues certificates of employment at the request of the staff, in accordance with established standards.
• Receives and reviews requests from staff for Flexible Working Arrangements.
• 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.
• Assists with visualizations and updating information material such as web pages or brochures.
• Maintains files (both paper and electronic) and databases for the Section.
• Assists in providing software and office equipment support.
• 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.

• PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

• ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Education
High school diploma or equivalent is required.

NOTE: For positions in the General Service category, candidates are required to clearly indicate in their Applicant Profile (AP) relevant information confirming completion of High School.
Job – Specific Qualification
Not available.
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 1 for candidates who possess a firstlevel university degree or higher.
Languages
English and French are the working languages of the United Nations Secretariat; and Spanish is a working language of ECLAC. For the post advertised, fluency in Spanish is required. Knowledge of English is required. Knowledge of another official United Nations language is an advantage.

NOTE: ‘Fluency’’ equals a rating of ‘’fluent’’ in all four areas (speak, read, write, and understand) and ‘knowledge’’ equals a rating of ‘’confident’’ or “fluent’ in two of the four areas.