Team Assistant

Job Advertisement

Position Title: Team Assistant
Location: Santiago
Country: Chile
Deadline Date: Not specified

Job Details

Job Posting Organization:
The position is located within the Economic Commission for Latin America and the Caribbean (ECLAC), which is one of the five regional commissions of the United Nations. ECLAC was established in 1948 with the mission to contribute to the economic and social development of the region. The organization focuses on designing, monitoring, and evaluating public policies, providing advisory services, expertise, and training to governments, and supporting regional and international cooperation and coordination activities. ECLAC operates in various countries across Latin America and the Caribbean, working towards sustainable development and addressing social inequalities. For more information, visit their website at www.eclac.org.

Job Overview:
The Team Assistant position is crucial for the smooth operation of the Conference Services Unit at ECLAC. The role involves a variety of administrative and logistical tasks that support the organization of meetings and conferences. The Team Assistant will be responsible for managing room reservations, preparing for events, and ensuring that all necessary arrangements are made, including catering and technical support. This position requires a proactive approach to problem-solving and the ability to handle multiple tasks efficiently. The Team Assistant will also be involved in maintaining communication with various stakeholders, ensuring that all participants are informed and that meetings run smoothly. The role demands a high level of professionalism and the ability to work under pressure, as well as a commitment to the principles of the United Nations, including gender equality and diversity.

Duties and Responsibilities:
The Team Assistant will have a wide range of responsibilities, including but not limited to: responding to requests for room reservations using the Lotus room reservation system; preparing and organizing meetings or conferences, ensuring all necessary requirements are met; maintaining an up-to-date master list of invitees for high-level conferences; performing various office support and administrative functions; assisting with procedural and organizational arrangements for meetings; attending planning meetings and representing the unit; utilizing UMOJA for creating shopping carts and organizing catering services; drafting responses to routine correspondence; researching and compiling information for reports and meetings; performing data entry and generating reports; screening phone calls and visitors; providing secretarial and logistics support; maintaining calendars and schedules; processing mail and documents; updating distribution lists; performing general administrative tasks; maintaining files and databases; providing software and office equipment support; guiding less experienced staff; assisting with data collection and analysis; and performing other duties as assigned.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A technical or vocational certificate in secretarial support, administration, or a related field is desirable. Additionally, candidates should have at least three years of experience in general office support or a related area. This requirement is reduced to one year for candidates with a first-level university degree or higher. Experience with SAP-related systems and organizing meetings and conferences, including catering requests, is required. Familiarity with conference technology and data analytics is also desirable.

Educational Background:
A high school diploma or equivalent is required for this position. Candidates must clearly indicate their completion of high school in their Applicant Profile. A technical or vocational certificate in secretarial support, administration, or a related field is considered an asset.

Experience:
The position requires a minimum of three years of experience in general office support or a related area. This requirement is reduced to one year for candidates who possess a first-level university degree or higher. Relevant experience in SAP systems and organizing meetings and conferences is essential, while experience in conference technology and data analytics is advantageous.

Languages:
Fluency in Spanish is required, along with knowledge of English. English and French are the working languages of the United Nations Secretariat, while Spanish is a working language of ECLAC. Proficiency in these languages is crucial for effective communication within the organization and with external stakeholders.

Additional Notes:
This position is subject to local recruitment, meaning applicants must be authorized to work in Chile. The appointment is funded with extrabudgetary resources, and the extension of the appointment will depend on the availability of funds. The selected candidate will receive a fixed-term appointment limited in accordance with administrative instructions. The United Nations is committed to creating a diverse and inclusive environment, encouraging female candidates to apply. The organization also emphasizes the importance of efficiency, competence, and integrity in its recruitment process, ensuring that all employment decisions are made based on qualifications and organizational needs. Reasonable accommodations may be provided for applicants with disabilities upon request.