Team Assistant

Job Posting Organization:
The Department of Operational Support (DOS) is a vital component of the United Nations Secretariat, established to provide comprehensive operational support to various UN entities worldwide. DOS is responsible for advisory, operational, and transactional support services, ensuring that nearly 100 entities within the UN Secretariat receive the necessary assistance to function effectively. The Facilities and Commercial Activities Service (FCAS) operates the UN Headquarters complex in New York, focusing on efficient planning, management, maintenance, and operation of physical facilities and assets. FCAS also oversees office and conference facilities, property management, travel and transportation services, archives and records management, mail operations, catering, and the United Nations Postal Administration. The Travel and Transportation Section specifically provides essential travel and transportation services at UN Headquarters, including travel management, shipment oversight, visa processing, and local transportation services. This position is situated within the Travel and Transportation Section of DOS, reporting directly to the Supervisor of the Travel Analysis and Shipment Team (TAST) under the overall supervision of the Chief of Travel Unit.

Job Overview:
The Team Assistant role is integral to the Travel and Transportation Section, where the incumbent will perform a wide range of office support and administrative functions. The position requires the ability to respond to or draft responses to routine correspondence and other communications, utilizing standard word processing software to produce a variety of complex documents and reports. The Team Assistant will be responsible for researching, compiling, and organizing information from various sources for reports, work plans, studies, and meetings. Additionally, the role involves generating standard statistical reports and work orders using various databases, proofreading documents for accuracy and adherence to established standards, and responding to moderately complex information requests. The Team Assistant will also assist in maintaining websites, preparing presentation materials, processing travel requests and claims, performing data entry, and maintaining files and databases for the work unit. This position demands a high level of professionalism, teamwork, and client orientation, as the Team Assistant will work collaboratively with colleagues and maintain productive partnerships with clients.

Duties and Responsibilities:
The duties and responsibilities of the Team Assistant include: performing a wide range of office support and administrative functions; responding to or drafting responses to routine correspondence; producing complex documents and reports using word processing software; researching and compiling information for reports and meetings; generating statistical reports and work orders; proofreading documents for accuracy and adherence to standards; responding to moderately complex information requests; assisting in website maintenance; preparing presentation materials; reviewing and processing travel requests and claims; performing data entry and extraction functions; updating and maintaining distribution lists; monitoring and distributing various materials and reports; coordinating shipment arrangements and courier services; maintaining both paper and electronic files and databases; and performing other duties as assigned.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of three years of experience in general office support or a related area is required. However, this requirement is reduced to one year for candidates who hold a first-level university degree or higher. The position demands a strong understanding of general office and administrative support, including familiarity with administrative policies, processes, and procedures. Candidates should demonstrate professional competence, efficiency in meeting commitments, and the ability to remain calm under pressure. A commitment to gender equality and the equal participation of women and men in all aspects of work is essential.

Educational Background:
The educational background required for this position includes a high school diploma or equivalent. Candidates with a first-level university degree or higher will have a reduced experience requirement, making them more competitive for the role. The educational qualifications should reflect a solid foundation in administrative practices and support functions, which are critical for the successful execution of the Team Assistant's responsibilities.

Experience:
The position requires a minimum of three years of relevant experience in general office support or a related area. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to one year. This experience should encompass a range of administrative tasks, demonstrating the ability to manage office functions effectively and efficiently.

Languages:
English is the mandatory working language for this position, with a required proficiency level of UN Level III in reading, writing, listening, and speaking. French is also a working language of the United Nations Secretariat, and while it is not mandatory for this position, proficiency in French may be considered an asset. Candidates should refer to the UN Language Framework for detailed language proficiency requirements.

Additional Notes:
This position is temporarily available until 31 March 202

• If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. Staff members are subject to the authority of the Secretary-General and may be assigned to various functions in accordance with established rules. The position is subject to local recruitment, and applicants must be authorized to work for the United Nations in the duty station. Eligible applicants selected from outside the duty station are responsible for relocation expenses. Staff members subject to local recruitment are not eligible for allowances or benefits applicable to international recruitment. The United Nations is committed to creating a diverse and inclusive environment, and reasonable accommodations may be provided for applicants with disabilities. The recruitment process adheres to the highest standards of efficiency, competence, and integrity, with a focus on geographic diversity.