Team Assistant

Vor 6 Tagen

Geneve, Schweiz United Nations Vollzeit

This position is located in the Operational Support Section (OSS) of the International, Impartial and Independent Mechanism to assist in the investigation and prosecution of persons responsible for the most serious crimes under International Law committed in the Syrian Arab Republic since March 2011 (Mechanism). The incumbent reports directly to the IIIM Security Coordinator.

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

- Performs a wide range of support and administrative functions.
- Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce documents and reports.
- Monitors processes and schedules related to 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 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.
- Screens phone calls and visitors, maintaining oversight of the access procedures to the IIIM compound; responds to moderately complex information requests and inquiries (e.g. answers requests for access to certain areas, etc.), and as necessary, refers inquiries to appropriate personnel for handling.
- Accompanies UNOG staff and external contractors when on site for the performance of upgrade or maintenance works.
- Conducts regular checks of the buildings, offices and the areas in the immediate vicinity of the IIIM compound perimeter fence.
- Maintains effective liaison with UNOG SSS as required.
- Provides logístical support.
- Assists in the maintenance of intranet pages 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; coordinates shipment arrangements, courier services, etc.
- Performs general administrative tasks (e.g. report filing, arrangements for meetings and other events, managing visitor lists, goods inwards receipt, etc.), to include preparing and/or processing administrative requests/documents (e.g. access requests).
- 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.
- CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education
High school diploma or equivalent.

Work Experience
A minimum of three years of experience in general office support or related area is required.

Experience in visitor management is desirable.

Experience in acting as a liaison with external interlocutors is desirable.

Experience working in the UN or another International Organization 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 and French is required. Knowledge of Arabic is desirable.

Assessment

Special Notice
The duration of the appointment is one (1) year with possibility of extension.

Fulfillment of the responsibilities of this position may necessitate engagement with material and/or information that may be distressing.

An impeccable record for integrity and professional ethical standards is essential.

United Nations Considerations

Due regard will be paid to the importance of recruiting the s

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