Team assistant, G-4

Job opening number: 12-07-UNISDR-G-4-INCHEON (Recirculation)

Responsibilities

The position is located in the UNISDR Global Training Institute in Incheon. The incumbent will report to the Chief of UNISDR Office for Northeast Asia at Incheon and under the direct supervision of the Programme Officer, is required to perform the following functions:
Processing of communications:

• Drafts routine correspondence, memorandums, invitations etc using standard word processing packages
• Researches, compiles and organizes information and reference materials from reports, work-plan, studies, briefings, meetings or conferences.
• Proof reads documents and edits texts for accuracy, grammar, and punctuation adhering to established standards for format.
• Generates standard reports including work-orders and different statistical reports.
• Assists in the maintenance of websites by scanning, converting and posting a variety of documents on to the UNISDR Incheon webpage.
• Receives and screens phone calls and visitors as is necessary ensuring that inquiries are routed to the responsible staff member.
• Maintains files (both paper and electronic) and databases for the work unit.

Logistical support

• Assembles, copies and distributes background papers and agenda
• Schedules conference rooms
• Provides secretarial support during meetings and conferences.
• Updates and maintains distribution lists for the easy distribution of reports and various reference materials
• Distributes various reading material where possible electronically, handles arrangement for printing and translation as is necessary, coordinates the shipping arrangements and courier services ensuring that waybills
• Maintains payment roster for workshop participants if required.

Processing of various administrative documents for action by admin service providers

• Maintenance of leave and attendance cards
• Processing of travel requests
• Raising of requisitions for goods and services
• Review of requests to extend travel documents such as UNLP and UN travel certificates.
• Processing of payment requests, verifying for correctness the charge codes.
• Review of documents for the engagement of consultants and individual contractors.
• Performs other duties as assigned.

Core 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.

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

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.

Education

• High school diploma or equivalent. Must have passed the local General Service Entry-level Examination.

Work Experience

• A minimum 3 years of progressively responsible experience in the field of administration related functions is required. Experience within the UN system is an advantage

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required.
• Knowledge of another official United Nations language is an advantage. Knowledge of Korean is an asset.

Assessment method

• Written test and competency-based interview.