Team Assistant

vor 2 Wochen

Geneve, Schweiz United Nations Vollzeit

This position is located in the Office of the Director of the Human Rights Council and Treaty Mechanisms Division (CTMD) of the Office of the High Commissioner for Human Rights (OHCHR), Geneva. The incumbent reports to the Human Rights Officer.

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

- Assists the Civil Society Team in the Office of the Director in facilitating and coordinating support to non-governmental organizations (NGOs) in their engagement with United Nations human rights mechanisms.
- Performs a wide range of office support and administrative functions.
- Assists in processing NGO written statements for the Human Rights Council sessions, in particular through monitoring the system of their submission, formatting and transmitting the documents for further processing, uploading in relevant databases and on the website.
- 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, meetings/conferences, etc.
- Generates a variety of standard statistical and other reports, work orders, etc., using various databases.
- Maintains various databases and tools and provides feedback to developers as required, including on the development/upgrading of tools and 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.
- Assists in facilitating the organization of NGO-related meetings in the context of their engagement with the Human Rights Council, its subsidiary bodies and other UN human rights mechanisms, particularly through the receipt and processing of requests, organization of conference rooms and related facilities, and providing support during and in follow-up to the meetings.
- Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
- 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 work unit.
- Assists in providing software and office equipment support.
- Performs other duties as assigned.

Competencies
- 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.
- 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 is required.

Work Experience

Experience with the use of ERP management information systems such as Umoja or equivalent 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 another official United Nations

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