Team Assistant

Background

The United Nations Institute for Disarmament Research (UNIDIR) is an autonomous institution within the United Nations that conducts independent research on disarmament and related problems, particularly international security issues. The role of UNIDIR is to support Member States, the United Nations, and policy and research communities in identifying and promoting practical measures that contribute to a more sustainable and peaceful world. It carries out that role through four core services: promoting knowledge, generating ideas, facilitating dialogue and providing advice.

Responsibilities

Within limits of delegated authority, the Team Assistant will be responsible for the following duties:

• Performs a wide range of office support and administrative functions for multiple UNIDIR programmes.
• 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.
• Monitors processes and schedules related to the unit’s outputs, products and tasks; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals and signatures 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 or conferences.
• Generates a variety of standard statistical and other reports and work orders, using various databases.
• Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
• Initiates the payment of contractors’ invoices and monitors payments.
• Provides secretarial, administrative and logistics support to meetings, boards, committees and conferences.
• Assists in the preparation of presentation materials using appropriate technology or software.
• Maintains calendar or schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Performs data entry and extraction functions.
• 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.
• Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations and budget follow-up) to include preparing and/or processing administrative requests or documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations and visa applications).
• Maintains files (both paper and electronic) and databases for the work unit.
• Assists in providing software and office equipment support.
• Provides guidance to less experienced staff on general office processes and procedures and computer applications.
• Performs other duties as assigned.

Schedule for the proposed work

A workplan will be agreed within the first two weeks of the contract. The Team Assistant will have regular meetings with their First Reporting Officer in order to set assignments within the workplan and monitor progress. The Team Assistant will inform their First Reporting Officer and relevant personnel if there are any issues concerning meeting agreed deadlines.

Performance indicators

The Team Assistant will be evaluated against their agreed work plan and according to the UN staff performance evaluation guidelines.

All UNIDIR personnel are required to demonstrate the core values of the UN.

The competencies required for this position are:

• 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 and 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.
• 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.

Qualifications and experience

Education

High school diploma or equivalent is required.

Experience

• At least three (3) years of experience in general office support or related area is required.
• Experience in the field of administration with the United Nations or similar international organizations is desirable.
• Experience using an ERP in a large organization is desirable.
• Experience preparing and editing official correspondence is desirable.
• Experience compiling statistics and providing analysis, including through the use of spreadsheet software such as Microsoft Excel, is desirable.

Languages

For this assignment, fluency in English (both written and oral) is required. Knowledge of another official United Nations language is an advantage.

Assessment

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

Travel

The Team Assistant may be required to travel during the course of this assignment. Dates and locations will be determined during implementation of relevant projects. The Team Assistant must complete the UN course BSAFE (online) along with other mandatory trainings. Copies of certificates of completion must be provided to UNIDIR.