Team Assistant
vor 2 Monaten
**Department/Office**:
- International Trade Centre
**Duty Station**:
- GENEVA
**Posting Period**:
- 21 April 2023 - 29 April 2023
**Job Opening Number**:
- 23-Administration-ITC-207536-J-Geneva (X)
**Staffing Exercise**
- N/A
Org. Setting and Reporting
The Human Resources Section (HR) in the Division of Programme Support (DPS) at ITC aims to have the right people with the appropriate skills and competencies to achieve its strategic and operational goals while providing an enabling and supportive work environment. The HR Section covers all areas of talent acquisition and management, including recruitment, contractual services, staff administration, learning and development, staff well-being and policy development and review. HR serves as an active listening partner throughout the Organization to ensure it is providing value-add services to meet its corporate mandates and priorities.
**Responsibilities**:
Under the direct supervision of the Head, Recruitment and Staffing, this position will be focused on assisting the team in processing Consultant and Individual Contractors contracts. The Team Assistant:
- Performs a wide range of office support and administrative functions related to HR issues.
- 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.
- Requests, reviews and submits bank details for consultants (BIRD) to Treasury at the United Nations Office of Geneva (UNOG)
- Advertises consultant opportunities on the ITC website
- 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 the preparation of presentation materials using appropriate technology/software.
- Performs data entry and extraction functions.
- Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
- 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
calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
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. Builds consensus for task purpose and direction with team members. Supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team
shortcomings.
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 clients.
Education
High school diploma or equivalent required.
Work Experience
A minimum of three years’ experience in general office support or related area is required.
Previous experience in HR is desirable
Previous experience in the United Nations common system is desirable.
Previous experience using an Enterprise Resource Planning (ERP) systems and in particular
UMOJA is desirable.
Languages
For the post advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.
Assessment
Special Notice
ITC champions workforce diversity, inclusion, gender equality and gender parity and considers all qualified persons - of all genders - equally, including those with disabilities, without discrimination or prejudice of any kind. ITC also offers attractive flexible work arrangements to help promote a healthy work/life balance and to allow all staff memb
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