Team Assistant,
Geneva
(G-4)
Office of the High Commissioner for Human Rights
Closing date: Thursday, 1 June 2017
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| Posting Title: | TEAM ASSISTANT, G4 (Temporary Job Opening) |
| Job Code Title: | TEAM ASSISTANT |
| Department/Office: | Office of the High Commissioner for Human Rights |
| Duty Station: | GENEVA |
| Posting Period: | 26 May 2017 - 01 June 2017 |
| Job Opening Number: | 17-Administration-OHCHR-79488-J-Geneva (T) |
Responsibilities
The incumbent will perform the following duties:
Provide secretarial, administrative, travel and logistics support to meetings, boards, committees, conferences, etc.
Undertake the organization of travel arrangements (using Umoja) of meeting participants to attend seminars, workshop, etc organized by the Section.
Perform general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, related budget follow-up, etc.), preparing and/or processing administrative requests/documents (e.g. visa applications, accreditations etc.).
Compile and organizes information and reference materials from various sources for reports, studies, briefings, meetings/conferences, etc.
Respond 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.
Monitor processes and schedules; 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.
Proofread and formats documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
Screen phone calls and visitors; 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.
Assist in the preparation of presentation materials using appropriate technology/software. Maintains files (both paper and electronic) and databases for the Section.
Perform other duties as assigned.
CompetenciesProvide secretarial, administrative, travel and logistics support to meetings, boards, committees, conferences, etc.
Undertake the organization of travel arrangements (using Umoja) of meeting participants to attend seminars, workshop, etc organized by the Section.
Perform general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, related budget follow-up, etc.), preparing and/or processing administrative requests/documents (e.g. visa applications, accreditations etc.).
Compile and organizes information and reference materials from various sources for reports, studies, briefings, meetings/conferences, etc.
Respond 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.
Monitor processes and schedules; 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.
Proofread and formats documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
Screen phone calls and visitors; 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.
Assist in the preparation of presentation materials using appropriate technology/software. Maintains files (both paper and electronic) and databases for the Section.
Perform other duties as assigned.
PROFESSIONALISM. Good working knowledge of UMOJA administrative processes, particularly travel related processing requirements and the Umoja travel module, ability to recognize and act in the face of conflicting priorities. Ability to identify issues, analyze and participate in the resolution of administrative issues/problems. Ability to conduct data collection using various methods. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. is conscientious and efficient in meeting commitments, observing deadlines and achieving results shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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. PLANNING AND ORGANISING. 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
High school diploma or equivalent.
Work Experience
At least three years of administrative experience is required. One year experience working within the UN is desirable. Experience in processing of travel in Umoja is an asset.
Languages
Fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified applicants may include an eliminatory assessment exercise which may be followed by a competency-based interview.