Team Assistant temporary

vor 2 Wochen

Genf, Genf, Schweiz United Nations Vollzeit

This post is located in the Office of the Chief, Interpretation Service, Division of Conference Management, Department for General Assembly and Conference Management, Geneva.

The incumbent reports to the Chief, Interpretation Service.

Responsibilities:

Under the guidance of the Chief of Service, and the supervision of the Programme Management Assistant, the Team Assistant will be responsible for the following duties:

  • Supports the Programme Assistants in office support and administrative functions linked to interpretation programming for the Chief of Service and Programming Officer.
  • Assists in the preparation of various programming and statistical reports, verifying any perceived anomalies and updating as necessary based on other known data for productivity figures, interpreterdays, Service assignments, freelance time and attendance data, and related matters.
  • 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.
  • Screens phone calls and visitors; responds to moderately complex information requests and inquiries, 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 and databases by scanning, converting, entering and posting a variety of information and documents onto the site/platform.
  • 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.
  • Maintains files (both paper and electronic) and databases for work unit.
  • Assists in providing software and office equipment support.
  • Performs other duties as assigned.
  • May be called upon to replace other staff in the section in their absence.
Competencies

PROFESSIONALISM:

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.


TECHNOLOGICAL AWARENESS:
Education
High school diploma or equivalent.

Work Experience
At least three (3) years of experience in general office support or related area is required.

Experience in technology support for web-based meetings management and other database and ERP tools is desirable.

Experience in ERP system (such as Umoja) is desirable.

Experience in a conference and meetings management environment is desirable.

Experience in providing administrative support to a senior UN official, or similar senior level manager, is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English or French; and knowledge of the other is required.

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 age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a costeffective and operationally sound solution to meet the needs of the service.
United Nations Considerations


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

The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs.

The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in

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