Team Assistant

hace 2 semanas

Santiago, Metropolitana, Chile United Nations A tiempo completo

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.

Responsibilities:

Within limits of delegated authority and depending on location, Team Assistants at this level may be responsible for the following duties:

  • Provides general office support services to help ensure the smooth functioning of the Human Resources Section.
  • Uses standard word processing package to produce a variety of routine correspondence, reports, tables, charts, graphs, as well as agendas and minutes of meetings, in accordance with institutional standards.
  • Proofreads written products for completeness and grammatical and typographical accuracy.
  • Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the Section.
  • Reviews, records, routes and/or processes mail or other documents; gathers pertinent background material; tracks and monitors followup 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 the Section.
  • Updates and maintains large distribution lists; assemble documents, reports and other materials for global dissemination, where possible using electronic formats; coordinates courier services.
  • Performs basic data entry and extraction functions.
  • Checks accuracy of simple calculations, codings, data, 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, printer, scanner, etc.
  • Delivers urgent mail/messages.
  • 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.
  • Performs other duties as assigned.
Competencies

  • 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.
  • 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.
Education
High school diploma or equivalent is required.

Work Experience
At least two (2) years of experience in general office support or related area is required.

Experience working with Enterprise Resource Planning (ERP) systems like SAP is desirable.


Experience working with office support tools such as Microsoft Word and Excel to prepare documents, such as communications and invitations, is desirable.

One (1) year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat; and Spanish is a working language of ECLAC.

For the position advertised, fluency in English and Spanish is required.

NOTE:
'Fluency'' equals a rating of ''fluent'' in all four areas (speak, read, write, and understand)

Assessment

Special Notice

  • Appointment or assignment against this position is for an initial period of one year.
United Nations Considerations


Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its p

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