Team Assistant, G4

Org. Setting and Reporting

The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, Offices Away from Headquarters, field missions, and regional commissions. The Office of Supply Chain Management includes the Office of the Assistant Secretary\-General for Supply Chain Management, the Logistics Division, the Procurement Division, the Uniformed Capabilities Support Division, Global Service Centre, Aviation Safety Section and the Enabling and Outreach Service. The mandate of the Procurement Division is to provide responsive, effective, and quality expert procurement services and business advice to United Nations (UN) Headquarters, field missions, and other UN organizations, while achieving best value for money, ensuring a competitive, fair and transparent process in accordance with established regulations, rules and procedures. This position is located in the Technology \& Infrastructure Support Service (TISS), Procurement Division (PD), Office of Supply Chain Management (OSCM), Department of Operational Support (DOS). The position is based in Valencia, Spain. The incumbent reports to the Team Lead in TISS, or designated official.

Responsibilities

Within delegated authority, the Team Assistant will be responsible for the following duties: • Performs a wide range of office support, procurement and administrative functions. • Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of documents and reports. • Monitors processes and schedules related to the Unit's outputs, products, tasks, etc.; where applicable, assists in the verification of receipts and accuracy of requisite documents, approvals, signatures, etc., to ensure compliance with relevant legal, financial and other requirements. • Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc. • Generates a variety of standard statistical and other reports, work orders, etc., using various databases. • Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format. • Screens emails and responds 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. • Provides administrative and logistics support to meetings, boards, committees, conferences, etc. • Assists in the preparation of presentation materials using appropriate technology/software. • Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit. • Performs data entry and extraction functions using the Umoja (enterprise resource planning (ERP)) system. • 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, courier services, etc. • Performs general administrative tasks (e.g., leave and attendance recording, arrangements for meetings and other events, reservations, budget follow up, etc.), to include preparing and/or processing administrative requests/documents (e.g., requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.). • Maintains electronic files and databases for work unit. • Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc. • Performs other 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. 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. 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. Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is required.

Job \- Specific Qualification

Not available.

Work Experience

A minimum of three years of relevant experience in procurement, contract administration, administration or a related field is required. The minimum years of relevant experience is reduced to one year for candidates who possess a first\-level university degree or higher. Experience working with Enterprise Resource Planning (ERP) systems such as SAP or similar system, including the procurement process is desirable. Experience in a procurement or commercial office environment is desirable. Experience in general office support or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

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Required Languages

Language Reading Writing Listening Speaking

English UN Level II UN Level II UN Level II UN Level II

Assessment

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

Special Notice

• Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal is therefore subject to the availability of the position or funds, budgetary approval or extension of the mandate. • 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. • Applicants who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre\-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection. • Applicants who have reached the mandatory age of separation are not eligible to apply for job openings to support participation in the recruitment process when requested and indicated in the application. • At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be pro

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