Team Assistant

hace 3 semanas

Santiago de Chile United Nations A tiempo completo

This position will be temporarily vacant for a period of four months. This position is located in the Division for Gender Affairs. The Team Assistant reports to the Chief of the Division.

**Responsibilities**:
Under the overall supervision of the Chief of the Division, 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.
- Maintains files (both paper and electronic) and databases for work unit.
- 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.
- Assists in providing software and office equipment support.
- Performs other duties as assigned.

Competencies
- 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.
- 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.

Work Experience
At least three years of experience in general office support or related area is required.

One 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. For this position fluency in English and Spanish (both spoken and written) is required.

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

Assessment
Applicants will be assessed based on the information provided in their APs. Short-listed applicants might be contacted by the Hiring Manager for further assessment.

Special Notice

- This position will be temporarily vacant for a period of four months.
- While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

United Nations Considerations

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

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