Team Assistant

Job Posting Organization:
The position is located within the Safety and security" style="border-bottom: 1px dotted #007bff !important;">Security Section of the United Nations Department of Safety and Security at the Economic Commission for Latin America and the Caribbean (ECLAC). ECLAC was founded in 1948 and is one of the five regional commissions of the United Nations. Its mission is to contribute to the economic and social development of the region by designing, monitoring, and evaluating public policies, providing advisory services, expertise, and training to governments, and supporting regional and international cooperation and coordination activities. The organization operates in various countries across Latin America and the Caribbean, focusing on enhancing the region's development through research, policy analysis, and capacity building. For more information, visit www.eclac.org.

Job Overview:
The Team Assistant plays a crucial role in providing comprehensive office support and administrative functions within the Safety and Security Section. This position requires a proactive approach to managing various tasks, including responding to correspondence, drafting documents, and ensuring compliance with legal and financial requirements. The Team Assistant will be responsible for monitoring processes related to the unit's outputs and assisting in the verification of documents. Additionally, the role involves researching and organizing information for reports and meetings, generating statistical reports, and maintaining databases. The Team Assistant will also provide secretarial support for meetings and assist in the preparation of presentation materials. This position demands strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently while maintaining a professional demeanor in a dynamic work environment.

Duties and Responsibilities:
The Team Assistant will perform a wide range of duties, including but not limited to:

• Performing general office support and administrative functions.
• Drafting responses to routine correspondence and communications.
• Monitoring processes and schedules related to the unit's outputs.
• Researching and compiling information for reports and work plans.
• Generating standard statistical reports using various databases.
• Proofreading documents for accuracy and adherence to established standards.
• Screening phone calls and visitors, responding to inquiries, and referring complex requests to appropriate personnel.
• Providing logistical support for meetings, conferences, and committees.
• Maintaining websites and updating information materials. 1
• Managing calendars and schedules, communicating changes to relevant staff. 1
• Performing data entry and extraction functions. 1
• Reviewing and processing mail and documents. 1
• Updating distribution lists and coordinating printing and translation arrangements. 1
• Assisting with administrative tasks such as leave recording and budget follow-up. 1
• Maintaining files and databases for the work unit. 1
• Providing guidance to less experienced staff on office processes. 1
• Assisting with data collection and analysis for decision-making. 1
• Managing timekeeping and administrative management for the section. 1
• Processing contractor invoices and monitoring payments. 2
• Executing operational tasks on badging systems and databases. 2
• Performing other duties as assigned.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. For positions in the General Service category, it is essential to clearly indicate relevant information confirming completion of high school in the Applicant Profile. A minimum of three years of experience in administrative services or general office support is required. This experience can be reduced to one year for candidates with a first-level university degree or higher. Previous experience in a security environment, particularly in administrative roles, is desirable, as is experience in data analytics or related areas. Candidates should demonstrate a strong understanding of office and administrative support processes and possess the ability to work efficiently under pressure.

Educational Background:
The educational requirement for this position is a high school diploma or equivalent. Candidates must clearly indicate their educational qualifications in their Applicant Profile to confirm completion of high school. Higher educational qualifications may reduce the required years of experience for the position.

Experience:
The position requires a minimum of three years of relevant experience in administrative services or general office support. However, candidates with a first-level university degree or higher may qualify with only one year of experience. Experience in a security environment, particularly in administrative roles, is highly desirable. Additionally, experience in data analytics or related fields is considered an asset.

Languages:
For this position, proficiency in English and Spanish is required. According to the UN Language Framework, candidates must demonstrate a minimum level of proficiency in both languages. English is required at UN Level II for reading, writing, listening, and speaking, while Spanish is required at UN Level III for the same skills. Knowledge of French is also beneficial but not mandatory.

Additional Notes:
This position is temporarily available until December 202

• If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. The position is funded with extrabudgetary resources, and the extension of appointment will depend on the availability of funds. Applicants must be authorized to work in Chile and are responsible for any expenses incurred during the recruitment process. The United Nations promotes flexible working arrangements, although these are subject to organizational needs and mutual agreement between staff members and supervisors. Female candidates are strongly encouraged to apply, and the organization is committed to achieving gender balance and geographical diversity in its staff.