13 oct
United Nations
Santiago
This position is located at CELADE Population Division of the Economic Commission for Latin America and the Caribbean (ECLAC). The Team Assistant reports to the Chief of the Division. The Economic Commission for Latin America and the Caribbean is one of the five regional Commissions of the United Nations, founded in 1948 with the purpose of contributing to the region's economic and social development. Its mission includes the design, monitoring and evaluation of public policies and the provision of advisory services, expertise and training to Governments, as well as support for regional and international cooperation and coordination activities. Please visit our website at www.eclac.org for further information.
Responsibilities
Under the overall supervision of the Chief of the Division, the Team Assistant will be responsible for the following duties:
1. Performs a wide range of office support and administrative functions.
2. 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.
3. Monitors processes and schedules related to the unit’s outputs, products, tasks, etc.; assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
4. Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
5. Generates a variety of standard statistical and other reports, work orders, etc., using various databases.
6. Proofreads documents and edits texts for accuracy, grammar, punctuation and style,
and for adherence to established standards for format.
7. Screens phone calls and visitors; responds to moderately complex information requests and inquiries, and refers inquiries to appropriate personnel for handling.
8. Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
9. Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
10. Assists in the preparation of presentation materials using appropriate technology/software.
11. Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
12. Performs data entry and extraction functions.
13. Reviews, records,
distributes and/or processes mail and other documents; follows-up on impending actions.
14. 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.
15. 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.).
16. Maintains files (both paper and electronic) and databases for work unit.
17.
Assists in providing software and office equipment support.
18. Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.
19. Performs other duties as assigned.
20. Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
21. Assists with visualizations and updating information material such as web pages or brochures.
Education
High school diploma or equivalent is required. NOTE: For positions in the General Service category, candidates are required to clearly indicate in their Applicant Profile (AP) relevant information confirming completion of High School.
Work Experience
A minimum of three (3)
years of experience in general office support or related area is required. The minimum years of relevant experience is reduced to one (1) for candidates who possess a first-level university degree or higher. One year or more of experience in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat and Spanish is a working language of ECLAC. For the position advertised, fluency in both English and Spanish is required. Knowledge of another official United Nations language is desirable.
Assessment
Applicants will be assessed based on the information provided in their APs. Short-listed applicants might be contacted by the Hiring Manager for further assessment.
Special Notice
This position is temporarily available until December 2024. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. While this temporary job opening may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.
Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment.
No Fee
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▶️ TEAM ASSISTANT
🖊️ United Nations
📍 Santiago