Team Assistant
vor 1 Woche
This position is located at the United Nations Security and Safety Service (SSS-Vienna), Division for Management, United Nations Office at Vienna (UNOV).
The Security and Safety Service (SSS) is comprised of the Office of the Chief and three Units: Operations, Special Operations and Operations Support.
The Operations Unit consists of the Perimeter Sub-Unit, the Fire Sub-Unit, the Security Control Center Sub-Unit and the Tour Sub-Unit (composed of four Teams).
The Special Operations Unit consists of the Pass and ID Sub-Unit, and the Special Services Sub-Unit, which is composed of five Teams: Close Protection and Surveillance Detection, Executive Floors, Conference Security, Emergency Response and Canine Teams.
The Operations Support Unit consists of the Security Administration Sub-Unit, the Planning Team Sub-Unit, the Security Risk Management Sub-Unit, the Physical Security Sub-Unit, the Security Investigations Sub-Unit and the Training and Development Sub-Unit.
Under the overall command of the Chief of Service, the Team Assistant will report to the Head of the Pass and ID Sub-Unit.
**Responsibilities**:
Within limits of the assigned authority, the Team Assistant may be responsible for the following duties in the assigned area of work:
- Assist with the management and issuance of access cards to staff, delegates and visitors. Determine accuracy and validity of identification documents presented to ensure compliance with the access control policy.
- Assist with the registration of meeting participants and issuance of conference access cards for meetings and conferences.
- Maintain liaison with focal points of the VIC-based organisations and conference organizers on access requests for staff, delegates and visitors.
- Perform a wide range of office support and administrative functions.
- Respond or draft responses to routine correspondence and other communications; use standard word processing package to produce a wide variety of documents and reports.
- Process sensitive documentation related to the issue of official documents and identification cards by the Austrian Ministry of Foreign Affairs; assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
- Generate a variety of standard statistical and other reports, work orders etc., using various databases.
- Screen phone calls and visitors; respond to information requests and inquiries (e.g. answers requests requiring file search), and as necessary, refer inquiries to appropriate personnel for handling 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 pending actions.
- Update and maintain large registration lists; monitor, prepare and distribute various materials and report using electronic database systems.
- Perform other work-related 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 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
At least 3 years of experience in general office support or related area is required.
Experience in confirming identity of clients through review of official documents and government-issued IDs is desirable.
Experience with assisting high ranking officials or diplomats is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. A working knowledge of German is desirable. Knowledge of another official UN language is a
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