JOBS: Team Assistant, G4 at United Nations Environment Programme (UNEP)

Responsibilities

1. 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.
2. Monitors processes and schedules related to the unit's outputs, products, tasks, where applicable, assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, to ensure compliance with relevant legal, financial, and other requirements. Researches compile and organize information and reference materials and data from various sources for reports, studies, briefings, meetings/conferences.
3. Generates a variety of standard statistical and other reports, work orders using various databases. Proofreads documents and edits texts for accuracy, grammar, punctuation, and style, for adherence to established standards for format.
4. Screens phone calls and visitors; response to moderately complex information requests and inquiries (e.g. answers requests requiring file search), and as necessary, refers inquiries to appropriate personnel for handling. Provides secretarial, administrative, and logistics support to meetings, boards, committees, conferences. Assists in the maintenance of websites by scanning, converting, and posting a variety of documents onto the site. Assists in the preparation of presentation materials using appropriate technology/software. Maintains calendar/schedules; monitors change and communicates relevant information to appropriate staff inside and outside the immediate work unit. Performs data entry and extraction functions.
5. Reviews, records, distribute, and/or processes mail and other documents; follows-up on impending actions. Updates and maintains large distribution lists; monitors, prepares, and distributes various materials, reports, where possible using electronic formats, handles arrangement for printing and translation as necessary, coordinates shipment arrangements and courier services.
6. Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up), including preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications).
7. Maintains files (both paper and electronic) and databases for the work unit. Assists in providing software and office equipment support. Provides guidance to less experienced staff on general office processes and procedures, computer applications.
8. Performs other related duties as assigned.

Competencies

1. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
2. 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.
3. 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.

Education

1. Completion of High school diploma or equivalent is required. Supplemental training in human resources, administration or related area is required.
2. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. 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

1. A minimum of three (3) years of relevant working experience in general office support, administration or related area is required.
2. Experience in the United Nations common system or similar organization is desirable.
3.  
4. Familiarity with Enterprise Resource Planning (ERP) Systems is desirable.

Languages

1. English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in written and oral English is required. Working knowledge of another UN official language is desirable.

NOTE: "fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "Knowledge of" equals a rating of "confident" in two of the four areas.

Assessment

1. Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

1. Appointment against this post is for an initial period of one year and may be subject to extension.
2. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take up the appointment.
3. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
4. Internal Applicants - when completing the Candidate Profile form, ensure ALL fields, ALL professional experience, and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.
5. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgment within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira "Contact Us" link.