Team Assistant

Vor 2 Tagen

Geneve, Schweiz United Nations Vollzeit

This position is located in the Market Access Section of the Economic Cooperation and Trade Division of the UNECE, based in Geneva, Switzerland. The incumbent reports directly to the P-4, Economic Affairs Officer of the Regulatory Cooperation and Standardization Unit.

**Responsibilities**:
Within limits of delegated authority, the Team Assistant will be responsible for the following duties:

- Performs a wide range of office support and administrative functions related to the ECE Steering Committee on Trade Capacity and Standards and the Working Party on Regulatory Cooperation and Standardization Policy (WP.6), and assists the Division with other ad hoc tasks.
- 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 to 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.
- Provides administrative backstopping to technical assistance projects, in particular, assists with the preparation of budget, the hiring of consultants, as well as reporting and related tasks.
- 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. including webinars, teleconferences and hybrid meetings (online and in person), including the processing of Umoja travel for participants who are financed as part of capacity-building activities.
- 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.
- Maintains files (both paper and electronic) and databases for the work unit.
- Assists in providing software and office equipment support.
- Provides support to the Division administration and acts as a backup to other administrative staff if necessary.
- Supports translations to and from Russian into English, supports editing documents and publications in Russian, and assists in preparing Russian correspondence and other communications.
- Performs other duties as assigned.

Competencies

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 is required.

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

Experience in an international organization is desirable.

Experience in organizing international meetings and technical cooperation projects is desirable.

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

Experience in the use of social media is desirable.

Languages
English and French are the working languages of the United Nations Secretariat and Russian is a working language of ECE. For the position

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