Responsibilities

Within delegated authority, the Team Assistant G-4 will perform the following duties:

• Provide general office support and administrative functions, including logistics support (travel arrangements, etc. for field trips and other front office logistics);
• Use standard software document processing packages to produce a variety of large, complex documents and reports;
• Respond to moderately complex information requests and inquiries (e.g answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling;
• Provide secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
• Assist in the preparation of presentation materials using appropriate technology/software;
• Review records, distribute and/or process mail and other documents; follow up on impending actions;
• Maintain a proper electronic and paper filing system;
• Operate and maintain a variety of office equipment in the performance of basic office functions, e.g photocopier, facsimile, printer, scanner, etc.
• Update contact lists and databases for the office;
• Draft routine correspondence and e-mails, and institute follow up action;
• Prepare and monitor the section’s leave plans to ensure continuous workflow while other staff members are on leave, especially during holidays periods;
• Consolidate monthly requests for office supplies for the office;
• Make photocopies as and when required;
• Undertake other duties as assigned and be willing to work beyond normal working hours;
• Backstop the Administrative Assistant;

Education:

• High school diploma or equivalent is required.

Work Experience:

• A minimum of three (03) years of practical experience, with an organization or company, experience in general office support or related area is required. The minimum years of relevant experience is reduced to 1 for candidates who possess a first-level university degree or higher.

Languages:

• English and France are the working languages of the United Nations Secretariat. For the position (s) advertised, fluency in English is required. Knowledge of other local language is desirable.