Team Assistant

vor 2 Wochen

Wien, Wien, Österreich United Nations Vollzeit
This position is located in the Office of the Director (OD), United Nations Office for Outer Space Affairs (UNOOSA).

The incumbent will work under the direct supervision of the Programme Management Officer of the Office of the Director and under the overall guidance of the Director, Office for Outer Space Affairs.


Responsibilities:

Within assigned authority, the Team Assistant will be responsible for the following duties:

  • Perform a wide range of office support and administrative (including programme/project administration and budgeting) functions for the Office of the Director and the United Nations Platform for Space-based Information for Disaster Management and Emergency Response (UN-SPIDER).
  • Provide secretarial, administrative and logistics support to meetings, workshops, conferences, special events and other activities. Assist in preparing notes and minutes of team meetings as requested/assigned.
  • Assist with performing the administrative functions required for the recruitment of staff, consultants, contractors, nonreimbursable loans and interns.
  • Provide assistance and support in monitoring the status of expenditures, in preparing draft cost plans and update and prepare background documents for budget and programme planning purposes, submissions and related outputs.
  • Respond, draft and dispatch responses to routine correspondence and other communications.
  • Provide digital processing support, including word documents and Excel tables, scanning, digitalization of documents, posting to designated repositories.
  • Assist in monitoring processes and schedules related to the Programme's outputs, products, tasks, etc.; where applicable, assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
  • Research, compile and organize information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
  • Assist in generating a variety of standard statistical and other reports, work orders, etc., using various databases.
  • Proofread documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
  • Assist in the preparation of presentations and outreach materials using appropriate technology/software.
  • Maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
  • Review, record, distribute and/or process mail and other documents; followup on impending actions.
  • Update and maintain distribution lists; monitor, prepare and distribute various materials, reports, where possible using electronic formats; handle arrangement for printing and translation as necessary; coordinate shipment arrangements, courier services, etc.
  • Assist in backstopping, as may be necessary, other General Service colleagues during periods of absences or leave.
  • Maintain files (both paper and electronic) and databases for assigned work units.
  • Perform other workrelated 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.

Job - Specific Qualification


Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

Work Experience

A minimum of three years of experience in providing administrative and programme/project management and budget support, or related area, is required.

Experience in working with an ERP system is required.


Experience in using office software packages (MS Word, Excel, PowerPoint, etc.) and advanced knowledge of spreadsheet and database packages is required.

Work experience in SAP/Umoja is desirable.

Experience in providing administrative support directly to senior managers is desirable.

Languages
English and Fr

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