Team Assistant

Job Posting Organization:
The Department of Operational Support was established to provide operational advisory services to various entities across the United Nations Secretariat. This includes support to departments, Offices Away from Headquarters, field missions, and regional commissions. The Office of Supply Chain Management, which is part of this department, encompasses several divisions including the Logistics Division, Procurement Division, Uniformed Capabilities Support Division, Global Service Centre, Aviation Safety Section, and the Enabling and Outreach Service. The Procurement Division's mandate is to deliver effective and quality procurement services and business advice to UN Headquarters and other UN organizations, ensuring best value for money while adhering to established regulations and procedures. The organization operates globally, with a focus on maintaining high standards of efficiency and integrity in its operations.

Job Overview:
The Team Assistant position is integral to the Technology & Infrastructure Support Service (TISS) within the Procurement Division (PD) of the Office of Supply Chain Management (OSCM). The incumbent will report to the Team Lead in TISS or a designated official. The role encompasses a wide range of office support, procurement, and administrative functions. The Team Assistant is expected to manage routine correspondence, draft responses, and produce various documents and reports using standard word processing software. Additionally, the incumbent will monitor processes and schedules related to the unit's outputs and assist in verifying documents to ensure compliance with legal and financial requirements. The position requires research and organization of information for reports and meetings, generating statistical reports, proofreading documents, and providing administrative support for meetings and conferences. The Team Assistant will also maintain calendars, perform data entry using the Umoja ERP system, and manage electronic files and databases. This role is crucial for ensuring the smooth operation of the unit and supporting the overall objectives of the Procurement Division.

Duties and Responsibilities:
The Team Assistant will be responsible for a comprehensive set of duties including: performing a wide range of office support functions; responding to or drafting routine correspondence; monitoring processes and schedules; verifying documents for compliance; researching and compiling information for reports and meetings; generating standard reports and work orders; proofreading and editing documents; screening emails and responding to inquiries; providing administrative and logistics support for meetings and conferences; preparing presentation materials; maintaining calendars and schedules; performing data entry and extraction functions; managing mail and document processing; updating distribution lists; performing general administrative tasks; maintaining electronic files and databases; and providing guidance to less experienced staff. The Team Assistant may also be assigned other duties as required, contributing to the overall efficiency and effectiveness of the team.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of three years of relevant experience in procurement, contract administration, or a related field is required. This experience requirement is reduced to one year for candidates with a first-level university degree or higher. Familiarity with Enterprise Resource Planning (ERP) systems such as SAP is desirable, as is experience in a procurement or commercial office environment. General office support experience is also beneficial. The position demands a strong understanding of administrative policies and procedures, as well as the ability to work efficiently under pressure and meet deadlines.

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 a reduced experience requirement, making them more competitive for the role. The educational background should ideally include coursework or training relevant to procurement, administration, or business management, which would enhance the candidate's ability to perform the duties of the Team Assistant effectively.

Experience:
The position requires a minimum of three years of relevant experience in procurement, contract administration, or a related field. However, candidates with a first-level university degree or higher can qualify with just one year of relevant experience. Experience with ERP systems, particularly in procurement processes, is highly desirable. Additionally, experience in general office support or related areas will be beneficial for the successful execution of the role's responsibilities.

Languages:
English is the mandatory working language for this position, with a required proficiency level of UN Level II 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 be able to communicate effectively in English, as it is essential for collaboration and interaction within the UN environment.

Additional Notes:
The appointment for this position is for an initial period of one year, with the possibility of renewal subject to the availability of the position or funds. This role is subject to local recruitment, meaning that candidates must be recruited within the country or commuting distance of the office. Local recruits are not eligible for allowances or benefits exclusive to international recruits. The United Nations emphasizes the importance of diversity and inclusion in its recruitment process, ensuring equal opportunities for all candidates regardless of gender identity, sexual orientation, race, or other backgrounds. Reasonable accommodations may be provided for applicants with disabilities to support their participation in the recruitment process.