Team Assistant, New York
(G-4)
Office of Programme Planning, Budget and Accounts
Closing date: Wednesday, 7 June 2017
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| Posting Title: | TEAM ASSISTANT (Temporary Job Opening), G4 (Temporary Job Opening) |
| Job Code Title: | TEAM ASSISTANT |
| Department/Office: | Office of Programme Planning, Budget and Accounts |
| Duty Station: | NEW YORK |
| Posting Period: | 01 June 2017 - 07 June 2017 |
| Job Opening Number: | 17-Administration-DM OPPBA-80304-J-New York (O) |
Responsibilities
Within limits of delegated authority and depending on location, Team Assistants at this level may be responsible for the following duties: (These duties are generic, and may not be performed by all Team Assistants.)
•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•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.
•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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
•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•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.
High school diploma or equivalent.
Work Experience
A minimum of three years of experience in administration, accounting, finance or related area such as income tax processing, with at least two years in US income tax processing is required. Extensive client service experience is required.
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.