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Team Assistant, G4

United Nations
Nairobi, Kenya

Salary rangeConfidential | Contract type: Fixed term

You have 16 days left to apply for this job.

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Job Summary

Education
Completion of High school diploma or equivalent is required. Supplemental training in human resources, administration or related area is required. 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. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.
Work Experience
A minimum of three (3) years of relevant working experience in general office support, administration or related area is required.Experience in the United Nations common system or similar organization is desirable.Familiarity with Enterprise Resource Planning (ERP) Systems is desirable.
Languages
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.

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, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, to ensure compliance with relevant legal, financial and other requirements. Researches, compiles and organizes 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; responds 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, distributes 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), to include 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 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.

Job Requirements

Required education: Diploma, Associate's degree
Required relevant work experience: 3 years
Required languages: English (Spoken: fluent | Written: fluent)
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