Team Assistant

vor 2 Wochen

Genf, Genf, Schweiz United Nations Vollzeit
This position is located in the United Nations Library and Archives Geneva. The incumbent reports to the Cultural Activities Coordinator.

Responsibilities:

Within limits of delegated authority, the Team Assistants 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, events/projects, 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 the Cultural Activities Programme.
  • Assists in the maintenance of websites/social media by assisting in the production and delivery of information communications products and services for cultural activities and library services.
  • 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; followsup 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. onboarding of interns, arrangements for meetings and other events, reservations, budget followup, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, contracts, invoices, etc.).
  • Maintains files (both paper and electronic) and databases for work unit.
  • Assists in providing software and office equipment support.
  • Performs other duties as assigned.
Competencies

  • COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
  • 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.
Education
High school diploma or equivalent.

Work Experience
Three (3) years of experience in general office support, library work, communications or related area are required.

Out of those years, at least one (1) year of experience within the United Nations Common System is desirable.

Experience with Adobe InDesign and Adobe Photoshop Pro is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; and knowledge of French is required. Knowledge of another official United Nations language is desirable.

Assessment

Special Notice

  • 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.
  • Retirees above the mandatory a

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