Team Assistant at The United Nations Industrial Development Organization - UNIDO

Functional Responsibilities

• Under the supervision of the First Reporting Officer, the Team Assistant provides support in the development and administration of [specialization] and/or technical cooperation programmes and projects as well as clerical and administrative support and is responsible for the following key functions:
• Screen incoming mail and draft reply for supervisor’s signature on non-technical aspects; provide relevant background/project information whenever necessary to supervisor(s); keeps track of pending matters, follow up with other offices on deadlines.
• Screen phone calls and visitors. Respond to moderately complex information requests and inquiries as necessary, as well as to refer queries to appropriate personnel for handling.
• Draft routine correspondence (both on administrative and/or TC-related matters); and put them into adequate style, language and format; proofread documents and edit texts for accuracy, grammar, punctuation and style in accordance with standard practices and in compliance with the UNIDO Correspondence Manual.
• Consult to clarify the application of new financial procedures and rules, UNIDO Administrative Instructions, policies and Regulations and Rules, TC guidelines and other instructions. Retrieve information on administrative matters and/or TC projects from the SAP modules which have been designed to support results-based management.
• Using SAP, initiate and follow up on actions related to recruitment of staff, experts, training and study tours, purchase of equipment, payments, travel authorizations requests/claims and deal with all related inquiries.
  Perform administrative tasks such as arrangements for meetings and other events, reservations, research for information and reference material. Prepare requests/documents, e.g. requisitions, purchase orders, travel requests/authorizations, expenditure authorizations, visa applications, etc.
• Maintain an up-to-date filing system (both paper and electronic) and databases related to work.
• Perform any other related duties as assigned.

Minimun Organizational Requirements

• Education: Completed higher secondary education, high school diploma or equivalent is required.
• Formal secretarial/clerical training or equivalent is desirable.

Technical and Functional Experience:

• A minimum of six (6) years of work experience in the relevant field of the post, is required.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is desirable.
• Experience in providing support to managerial/professional staff and using administrative skills, is desirable.
• Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
• Experience with SAP or similar ERP software is desirable.
• Excellent organizational and editorial skills are required.
• Experience with EU-funded programmes is desirable.
• Experience in implementing regional programmes is desirable.
• Good ability to work under pressure and take initiatives is required.
• Ability to work in a multicultural environment is required.
• Languages: Fluency in written and spoken English and French is required.