Team Assistant

Job Posting Organization:
The position is located in the Office of Military Affairs, Department of Peace Operations of the United Nations. The United Nations was established in 1945 with the mission to promote peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and cooperation among nations. It operates in over 190 countries and employs thousands of staff members worldwide, working towards various global goals including human rights, sustainable development, and humanitarian assistance.

Job Overview:
The Team Assistant role is crucial for providing comprehensive office support and administrative functions within the Office of Military Affairs. The incumbent will be responsible for a variety of tasks that ensure the smooth operation of the unit. This includes drafting and responding to correspondence, managing schedules, and maintaining documentation. The position requires a proactive approach to monitoring processes and ensuring compliance with legal and financial requirements. The Team Assistant will also be involved in research and information compilation for reports and meetings, as well as generating statistical reports using databases. The role demands a high level of professionalism and the ability to work collaboratively within a team environment, supporting organizational goals and contributing to the overall mission of the United Nations.

Duties and Responsibilities:
The Team Assistant will perform a wide range of duties including:

• Providing administrative support by responding to routine correspondence and drafting communications.
• Utilizing word processing software to create complex documents and reports.
• Monitoring processes and schedules related to the unit’s outputs and ensuring compliance with necessary approvals and signatures.
• Researching and organizing information for reports, work plans, and meetings.
• Generating standard statistical reports and work orders using various databases.
• Proofreading and editing documents for accuracy and adherence to established standards.
• Assisting in the preparation of presentation materials and providing logistical support for meetings and conferences.
• Maintaining calendars and schedules, and communicating relevant changes to staff.
• Performing data entry and managing mail and document processing. 1
• Updating and maintaining distribution lists and electronic files. 1
• Handling general administrative tasks such as recording attendance, arranging meetings, and processing administrative documents. 1
• Providing guidance to less experienced staff on office processes and procedures. 1
• Performing other duties as assigned by the supervisor.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of three years of progressively responsible experience in administrative and office support functions is required. This experience is reduced to one year for candidates with a first-level university degree or higher. Additionally, candidates must have at least three years of experience in enterprise resource planning (ERP) related to finance and procurement processes, as well as proficiency in Microsoft Office 365 applications. Experience in drafting and proofreading correspondence and policy documents is also required. Familiarity with handling confidential information is desirable.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. Candidates with a first-level university degree or higher will have their relevant experience requirement reduced, indicating that higher education is valued and can substitute for some work experience.

Experience:
The position requires a minimum of three years of progressively responsible experience in administrative and office support functions. Candidates with a first-level university degree or higher may qualify with only one year of relevant experience. Additionally, candidates must have three years of experience specifically in enterprise resource planning (ERP) related to finance and procurement processes, as well as in using Microsoft Office 365 applications. Experience in drafting and proofreading correspondence and policy documents is also essential, along with a background in dealing with confidential information.

Languages:
Fluency in English is required as it is one of the working languages of the United Nations. Knowledge of another official United Nations language, such as French, is considered an advantage and may enhance a candidate's application.

Additional Notes:
This position is temporarily available until 30 November 202

• If the selected candidate is a current staff member of the United Nations Secretariat, the selection will be treated as a temporary assignment. The position is subject to local recruitment, meaning that applicants must be authorized to work in the United States. Selected candidates from outside the duty station will be responsible for their relocation expenses. The United Nations does not charge any fees during the recruitment process, and candidates must adhere to the highest standards of integrity and professionalism. The organization is committed to diversity and inclusion, ensuring equal opportunities for all applicants.