Team Assistant

Job Posting Organization:
The position is located within the Debt and Development Finance Branch (DDFB) of the Division on Globalization and Development Strategies (DGDS) at the United Nations Conference on Trade and Development (UNCTAD). UNCTAD was established in 1964 and is dedicated to promoting the integration of developing countries into the world economy. The organization has a mission to support developing nations in their efforts to achieve sustainable development and economic growth. UNCTAD operates in over 190 countries and employs thousands of staff members worldwide, working collaboratively to address global economic challenges and promote equitable trade practices.

Job Overview:
The Team Assistant role is crucial for providing comprehensive office support and administrative functions within the DDFB. The individual in this position will report directly to the Head of DDFB and will be responsible for a variety of tasks that ensure the smooth operation of the branch. This includes drafting and responding to correspondence, managing complex documents and reports, and proofreading materials for accuracy and adherence to established standards. The Team Assistant will also provide logistical support for meetings and conferences, maintain websites, and assist in data entry and extraction. The role requires a proactive approach to managing administrative tasks, including leave and attendance recording, budget follow-up, and preparing administrative requests. The Team Assistant will also be involved in data collection and analysis, contributing to presentations and reports that aid in decision-making processes. This position demands a high level of organization, attention to detail, and the ability to work collaboratively within a team 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.
• Producing large, complex documents and reports using standard word processing software.
• Proofreading and editing documents for accuracy, grammar, punctuation, and adherence to format standards.
• Providing secretarial and administrative support for meetings, boards, committees, and conferences.
• Maintaining websites by scanning, converting, and posting documents.
• Conducting data entry and extraction tasks.
• Reviewing, recording, and distributing mail and documents; following up on actions.
• Updating and maintaining distribution lists and preparing various materials and reports. 1
• Handling arrangements for printing, translation, and shipment services. 1
• Performing general administrative tasks, including processing administrative requests and maintaining files and databases. 1
• Assisting with software and office equipment support. 1
• Guiding less experienced staff on office processes and procedures. 1
• Assisting in data collection and analysis, and preparing presentations and reports. 1
• Updating information materials such as web pages or brochures. 1
• Performing other duties as assigned.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. For those with a first-level university degree or higher, the minimum years of relevant experience required is reduced to one year. A minimum of three years of experience in general office support or a related area is required. Experience with ERP systems, such as UMOJA, is desirable, as is experience working in an international organization like the United Nations or its associated funds and programmes. Additionally, one year or more of experience in data analytics or a related area is desirable.

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 eligible with only one year of relevant experience. This educational requirement emphasizes the importance of foundational knowledge and skills necessary for effective performance in the role.

Experience:
The position requires a minimum of three years of experience in general office support or a related area. Candidates with experience in using ERP systems, particularly UMOJA, will be viewed favorably. Additionally, experience working in an international organization, such as the United Nations, is desirable. Candidates with one year or more of experience in data analytics or related fields will also be considered favorably, as this experience is relevant to the data management aspects of the role.

Languages:
The working languages of the United Nations Secretariat are English and French. For this position, proficiency in English is required at UN Level II. Additionally, knowledge of either French, Spanish, Russian, Chinese (Mandarin), or Arabic is desirable, with proficiency levels also specified at UN Level I or II depending on the language. This multilingual requirement reflects the diverse and international nature of the United Nations workforce and the need for effective communication across different languages.

Additional Notes:
This position is a project-funded role and is temporarily available until December 31, 2026, with the possibility of extensions based on the continuation of need, availability of the post, and satisfactory performance. The position is subject to local recruitment, meaning applicants must be authorized to work for the United Nations in Geneva. Candidates selected from outside the duty station will be responsible for their relocation expenses. Local recruits are not eligible for allowances or benefits exclusive to international recruitment. The United Nations is committed to achieving gender balance and encourages female candidates to apply. Candidates should be aware that there is no expectation of a fixed-term appointment following the temporary assignment, and internal staff members may have their selection recorded as a temporary assignment. The position is non-smoking, and reasonable accommodations may be provided for applicants with disabilities.