United Nations Development Programme (UNDP)

Team Assistant / Asistente Administrativo/a

United Nations Development Programme (UNDP)

Job Description

Organizational Setting and Reporting Relationships: 

This post is located in Asuncion, Paraguay. The Team Assistant reports to the Programme Management Assistant from the Regional Office for South America of the High Commissioner for Human Rights

Duties and Responsibilities

Responsibilities: Under the guidance and direct supervision of the Programme Management Assistant, the, Team Assistants will be responsible for the following duties:
  • Performs a wide range of office support and administrative functions.
  • Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; 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.
  • Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
  • Generates a variety of standard statistical and other reports, work orders, etc., using various databases.
  • Screens 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.
  • Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
  • 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, courier services, etc.
  • 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.).
  • Maintains files (both paper and electronic) and databases for work unit.
  • Assists in providing software and office equipment support.
  • Provides guidance to less experienced staff on general office processes and procedures, Computer Applications, etc.
  • Performs other duties as assigned.
Work implies frequent interaction with the following:

Staff in related organizational units across the institution.

Visitors and representatives from Permanent Missions, UN Common System and other international organizations, NGOs, etc.

Results Expected:  Effectively delivers of a wide range of administrative and office support functions under moderate supervision.  Accurately and in a timely manner, produces a range of documents, reports and other outputs.  Appropriately applies relevant policies, guidelines, procedures and processes.  Establishes effective working relationships with internal and external contacts at all levels.

Competencies

  • 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.
  • Communication:  Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
  • 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.
  • 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.
  • Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.

Required Skills and Experience

Qualifications:
  • Education:  High school diploma or equivalent.
  • Experience: A minimum of four (4) years of progressively responsible professional experience in general office support or related area is required. Experience working within the United Nations common system or an international organization is desirable. Experience with an Enterprise Resource Planning (ERP) system, such as UMOJA or ATLAS, is an advantage.
  • Language: English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written Spanish is required. Knowledge of English is an advantage.

Disclaimer

Important applicant information All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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