Z048 - Team Assistant

Z048 - Team Assistant

29 ago
|
United Nations
|
Metropolitana

29 ago

United Nations

Metropolitana

Responsibilities Under the overall supervision of the Chief of General Services Section, 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 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 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, 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.).•Maintains files (both paper and electronic) and databases for work unit.•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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.•Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.•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 PHPs relevant information confirming completion of High School. Work Experience Experience in general office support is requiredExperience in environmental and risk management or related area is desirable Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in Spanish and English is required.NOTE: ‘’Advanced knowledge’’ equals a rating of ‘’fluent’’ in all four areas (speak, read, write, and understand) and ‘’intermediate knowledge’’ equals a rating of ‘’confident’’ in two of the four areas. Assessment Applicants will be assessed based on the information provided in their PHPs. Short-listed applicants might be contact by the Hiring Manager for further assessment.

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