Team Assistant,
Bangkok
(G-4)
Economic and Social Commission for Asia and the Pacific
Closing date: Monday, 12 June 2017
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| Posting Title: | Team Assistant, G4 (Temporary Job Opening) |
| Job Code Title: | TEAM ASSISTANT |
| Department/Office: | Economic and Social Commission for Asia and the Pacific |
| Duty Station: | BANGKOK |
| Posting Period: | 31 May 2017 - 12 June 2017 |
Responsibilities
Under the direct supervision of the Officer-in-Charge of SAS, and overall supervision of the Director of IDD, the incumbent is required to perform the following functions:
1.Performs a wide range of office support and administrative functions for the implementation of the project; assists in the organization of project’s meetings/workshops and other events and follow-up on administrative actions. Responds or drafts responses to routine correspondence and other communications related to project’s events; uses standard word processing package to produce a wide variety of large, complex documents and reports.
2.Monitors processes and schedules related the project’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
3.Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
4.Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
5.Responds to moderately complex information requests and inquiries on project’s events (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling.
6.Provides secretarial, administrative and logistics support to project’s meetings, conferences, etc.
7.Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
8.Assists in the preparation of presentation materials using appropriate technology/software.
9.Maintains calendar/schedules; monitors changes of project’s events and communicates relevant information to appropriate staff inside and outside the Section.
10.Reviews, records, distributes and/or processes mail and other documents for the project; follows-up on impending actions.
11.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, courier services, etc.
12.Performs general administrative tasks (e.g. arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. travel requests, visa applications, etc.).
13.Maintains files (both paper and electronic) and databases for the project.
14.Performs other duties of the Section as assigned.
Competencies1.Performs a wide range of office support and administrative functions for the implementation of the project; assists in the organization of project’s meetings/workshops and other events and follow-up on administrative actions. Responds or drafts responses to routine correspondence and other communications related to project’s events; uses standard word processing package to produce a wide variety of large, complex documents and reports.
2.Monitors processes and schedules related the project’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
3.Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
4.Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
5.Responds to moderately complex information requests and inquiries on project’s events (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling.
6.Provides secretarial, administrative and logistics support to project’s meetings, conferences, etc.
7.Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
8.Assists in the preparation of presentation materials using appropriate technology/software.
9.Maintains calendar/schedules; monitors changes of project’s events and communicates relevant information to appropriate staff inside and outside the Section.
10.Reviews, records, distributes and/or processes mail and other documents for the project; follows-up on impending actions.
11.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, courier services, etc.
12.Performs general administrative tasks (e.g. arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. travel requests, visa applications, etc.).
13.Maintains files (both paper and electronic) and databases for the project.
14.Performs other duties of the Section as assigned.
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.
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.
EducationTeamwork: 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.
High school diploma or equivalent is required. Relevant first-level university degree in combination with one year of qualifying experience may be accepted in lieu of three years of required experience.
Work Experience
A minimum of three years of experience in administrative and office support is required. Experience in project management support functions is desirable. Experience working within the UN secretariat, UN Common System or other international organization is desirable. Knowledge of UN rules, regulations, policies and guidelines 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
Qualified applicants will be evaluated through a competency-based interview and/or other assessment methods.
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