Team Assistant,
Beirut, Lebanon
Economic and Social Commission for Western Asia
Closing date: Thursday, 17 August 2017
Responsibilities
Under the guidance of the Programme Management Officer in the Programme Planning and Technical Cooperation Section (PPTCS), the Team Assistant will perform a range of office management and administrative support functions:
1 - Responds to or drafts responses to correspondence and other communications; monitors RSVPs for meetings or events; maintains and updates mailing lists;
2 - Researches, compiles and summarizes background materials for use in the preparation of reports, briefs, speeches and presentations etc.;
3 - Provides secretarial, administrative and logistical support to meetings, boards, committees, conferences, etc. by attending, preparing minutes, and monitoring follow up activities as required;
4 - Generates a variety of standard statistical and other reports, work orders, etc., using the RPTC tracker and assists in drafting reports to MCs including the Executive committees and session reports and presentations;
5 - Reviews and clears requests pertaining to RPTC;
6 - 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. Follows up on RPTC MCs requests and drafts the relevant correspondence to be submitted to the programme management officer;
7 - Prepares a news letter on TC activities including RPTC;
8 - Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site. Updates the TC tracker with all relevant information including TC requests, reports, workshops etc. and updates the TC portal with all information related to technical cooperation activities;
9 - Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit;
10 - Upon request, assists in informal translation from Arabic to English or vice versa, of correspondence pertaining to advisory services, technical cooperation or other issues;
11 - Maintains files (both paper and electronic) and databases for work unit;
12 - Performs data entry and extraction functions;
13 - 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.;
14 - 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.);
15 - Assists in providing software and office equipment support;
16 - 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;
17 - Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.;
18 - Performs other duties as assigned.
Competencies1 - Responds to or drafts responses to correspondence and other communications; monitors RSVPs for meetings or events; maintains and updates mailing lists;
2 - Researches, compiles and summarizes background materials for use in the preparation of reports, briefs, speeches and presentations etc.;
3 - Provides secretarial, administrative and logistical support to meetings, boards, committees, conferences, etc. by attending, preparing minutes, and monitoring follow up activities as required;
4 - Generates a variety of standard statistical and other reports, work orders, etc., using the RPTC tracker and assists in drafting reports to MCs including the Executive committees and session reports and presentations;
5 - Reviews and clears requests pertaining to RPTC;
6 - 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. Follows up on RPTC MCs requests and drafts the relevant correspondence to be submitted to the programme management officer;
7 - Prepares a news letter on TC activities including RPTC;
8 - Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site. Updates the TC tracker with all relevant information including TC requests, reports, workshops etc. and updates the TC portal with all information related to technical cooperation activities;
9 - Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit;
10 - Upon request, assists in informal translation from Arabic to English or vice versa, of correspondence pertaining to advisory services, technical cooperation or other issues;
11 - Maintains files (both paper and electronic) and databases for work unit;
12 - Performs data entry and extraction functions;
13 - 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.;
14 - 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.);
15 - Assists in providing software and office equipment support;
16 - 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;
17 - Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.;
18 - 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.
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.
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
EducationTeamwork - 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.
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
High school diploma or equivalent.
Work Experience
A minimum of three years experience in general office support, administration or related area.
Languages
English and French are the working languages of the United Nations. Arabic is also a working language of ESCWA. For this post, fluency in written and spoken English and Arabic is required.
Assessment
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test when they are short-listed for a job opening. Having passed the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST per applicable eligibility guidelines.
In addition to the above, the shortlisted candidates may undergo a substantive written assessment related to the functions of the post and a competency-based interview. Only short-listed candidates will be contacted.
In addition to the above, the shortlisted candidates may undergo a substantive written assessment related to the functions of the post and a competency-based interview. Only short-listed candidates will be contacted.