Team Assistant, G-3

Vacancy Announcement Number: 15/GS/INT&EXT/07

Post Number: 525898

United Nations Core Values:

Integrity ● Professionalism ● Respect for diversity

Summary of Main Duties

This post is located in the Conference Services Unit of the Executive Office of UNISDR.

Under the supervision of the Chief of the Conference Services Unit, the incumbent will be responsible for the following duties

• Provides general office support services to help ensure the smooth functioning of an organizational unit.
• Uses standard word processing package to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards.
• Proofreads written products for completeness and grammatical and typographical accuracy.
• Maintains calendar/schedules; arranges teleconferences and WebEx; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Reviews, records, routes and/or processes mail or other documents; gathers pertinent background material; tracks and monitors follow-up action as required.
• Receives phone call and visitors, and responds to routine inquiries and information requests, including drafting routine written responses, or routes to appropriate personnel for handling as required.
• Maintains files (both paper and electronic) and databases for work unit.
• Updates and maintains large distribution lists; assemble documents, reports and other materials for global dissemination, where possible using electronic formats; coordinates courier services.
• Checks accuracy of simple calculations, codings, data, etc.
• Performs room management during conferences and meetings; checks availability of conference material and other logistic details prior to start of meetings.
• Delivers documents, texts of speeches and background material to the podium, language staff, and participants in the meeting room.
• Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g. travel requests, expense claims, payment requests, raising requisitions, vouchers, visa applications, hospitality requests, etc.).
• Photocopies a variety of documents and other materials.
• Operates and maintains a variety of office equipment in the performance of basic office functions, e.g. photocopier, facsimile, printer, scanner, etc.
• Delivers urgent mail/messages.
• 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 in administrative matters; 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.

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.

Qualifications and Experience

Education: High school diploma or equivalent.

Experience: At least two (2) years of working experience in general office support or related area is required. Experience in servicing meetings/conferences is desirable. Experience within the United Nations is desirable.

Language: English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required.

Evaluation method: Competency based interview.