Team Assistant
vor 3 Wochen
This position is located within the Crime Prevention and Criminal Justice Section (CPCJS), Division for Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC) in Vienna. The Team Assistant will work under the direct supervision of the Chief of the Crime Prevention and Criminal Justice Section.
**Responsibilities**:
The Team Assistant will be responsible for the following duties:
- Perform a wide range of office support and administrative functions.
- Assist in the organization of expert group meetings and intergovernmental meetings.
- Assist in the recruitment process of international consultants.
- Respond or draft responses to routine correspondence and other communications; use standard word processing packages to produce a wide variety of large, complex documents and reports.
- Monitor processes and schedules related the unit’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.
- Generate a variety of standard statistical and other reports, work orders etc., using various database
- Proofread documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
- Screen phone calls and visitors; respond to moderately complex information requests and inquiries (e.g. answers requests requiring file search) and, as necessary, refer inquiries to appropriate personnel for handling.
- Provide secretarial, administrative and logístical support for meetings, boards, committees, conferences etc.
- Assist in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
- Assist in the preparation of presentation materials using appropriate technology/software.
- Assist in the preparation and review of the budget.
- Maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
- Perform data entry and extraction functions.
- Review, record, distribute and/or process mail and other documents; follow up on impending actions.
- Update and maintain large distribution lists; monitor, prepare and distribute various materials, reports, where possible using electronic formats; handle arrangements for printing and translation as necessary; coordinate shipment arrangements, courier services etc.
- Maintain files (both paper and electronic) and databases for work unit.
- Assist in providing software and office equipment support.
- Perform other work-related 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.
Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
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
Three years of experience in general office support, administration or related area is required.
Experience with programme or project administration, technical cooperation or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.
Assessment
Special Notice
While this temporary job opening may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
United Nations Considerations
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as poss
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