Team Assistant

Responsibilities: 

Provides general office support services to help ensure the smooth functioning of an 

organizational unit; 

Uses standard word processing package to produce a variety of routine correspondence, 

reports, in accordance with institutional standards; 

Monitors calendar/schedule changes and assists to communicate relevant information to 

appropriate staff inside and outside the immediate work unit; 

Reviews, records, routes and/or processes mail or other documents; gathers pertinent 

background material; tracks and monitors follow-up action. 

Receives phone calls and visitors, and responds to routine inquiries and information requests; 

or routes to appropriate personnel for handling; 

Assist in maintaining files (both paper and electronic) for work unit; 

Assembles documents, reports and other materials for global dissemination using electronic 

formats; coordinates courier services; 

Performs basic data entry and extraction functions; 

Checks accuracy of simple calculations, codings and data; 

Performs and variety of administrative duties: leave recording, organization of meetings, 

reservations, office supply and equipment orders; preparing and/or processing administrative 

requests/documents: travel requests, expense claims, vouchers and visa applications; 

Photocopies a variety of documents and other materials; 

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Delivers urgent mail/messages; 

Performs other related duties as assigned. 

Competencies: 

Professionalism: Knowledge of general office and administrative support including 

administrative policies, processes and procedures. Shows pride in work and in achievements; 

demonstrates professional competence and mastery of subject matter; is conscientious and 

efficient in meeting commitments, observing deadlines and achieving results; is motivated by 

professional rather than personal concerns; shows persistence when faced with difficult 

problems or challenges; remains calm in stressful situations. 

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. 

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& 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. 

Qualifications: 

Education: Completion of secondary school is required. 

Work Experience: A minimum of 3 years of relevant experience preferably in a UN organization is

required. Experience in general office support or related area 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.

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