Team Assistant,
Geneva (G-4)
Department of Peacekeeping Operations
Closing date: Monday, 7 August 2017
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Responsibilities
Within limits of delegated authority, the incumbent is responsible for the following duties:
• Performs a wide range of office support and administrative functions in support of the UNMAS Geneva section.
• Responds or drafts responses to routine correspondence and other communications, including to external entities not limited to diplomatic missions and partner organizations; uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Monitors processes and schedules related the UNMAS Geneva section’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 and monitors the section's generic email account; responds to moderately complex information requests and inquiries and as necessary, refers inquiries to appropriate personnel for handling.
• Provides administrative and logistical support to the coordination of all official events, workshops and conferences, training and meetings etc.
• Assists in the preparation of presentation materials using appropriate technology/software.
• Maintains office calendar/schedules, including the monitoring of changes and subsequent communication of relevant information to appropriate staff inside and outside the immediate work unit.
• Performs data entry and extraction functions including management of the tracking database of the section's work plan.
• Updates and maintains UNMAS Geneva distribution lists and meetings database.
• 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), UNMAS Geneva section's shared drive as well as filing systems.
• 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 in support of the UNMAS Geneva section.
• Responds or drafts responses to routine correspondence and other communications, including to external entities not limited to diplomatic missions and partner organizations; uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Monitors processes and schedules related the UNMAS Geneva section’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 and monitors the section's generic email account; responds to moderately complex information requests and inquiries and as necessary, refers inquiries to appropriate personnel for handling.
• Provides administrative and logistical support to the coordination of all official events, workshops and conferences, training and meetings etc.
• Assists in the preparation of presentation materials using appropriate technology/software.
• Maintains office calendar/schedules, including the monitoring of changes and subsequent communication of relevant information to appropriate staff inside and outside the immediate work unit.
• Performs data entry and extraction functions including management of the tracking database of the section's work plan.
• Updates and maintains UNMAS Geneva distribution lists and meetings database.
• 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), UNMAS Geneva section's shared drive as well as filing systems.
• 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.
Core Competencies:
Professionalism:
– Knowledge of general office and administrative support including administrative policies, processes and procedures
- Show pride in work and in achievements
- Demonstrate professional competence and mastery of subject matter.
- Conscientious and efficient in meeting commitments, observing deadlines and achieving results
- Motivated by professional rather than personal concerns
- Show persistence when faced with difficult problems or challenges
- Remain 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 & 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
EducationProfessionalism:
– Knowledge of general office and administrative support including administrative policies, processes and procedures
- Show pride in work and in achievements
- Demonstrate professional competence and mastery of subject matter.
- Conscientious and efficient in meeting commitments, observing deadlines and achieving results
- Motivated by professional rather than personal concerns
- Show persistence when faced with difficult problems or challenges
- Remain 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 & 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 four years of progressively responsible experience in general office support or related area is required. Knowledge of rules, regulations and established practices pertaining to administrative support and records management for an international organization is desirable. Experience using ERP systems such as PeopleSoft or SAP is desirable. Experience in planning or organizing workshops and conferences is desirable.
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 French is desirable. Knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.