Team Assistant

Job Advertisement

Position Title: Team Assistant
Location: Beirut
Country: Lebanon
Deadline Date: Not specified

Job Details

Job Posting Organization:
The Economic and Social Commission for Western Asia (ESCWA) is a part of the United Nations Secretariat, operating under the supervision of the United Nations Economic and Social Council. Established to serve 21 Arab countries in Western Asia and North Africa, ESCWA aims to provide a framework for the formulation and harmonization of sectoral policies among its member states. It acts as a platform for congress and coordination, a home for expertise and knowledge, and an information observatory. ESCWA's activities are coordinated with various divisions and main offices of the United Nations Headquarters, specialized agencies, and international and regional organizations, including the League of Arab States and the Gulf Cooperation Council. The organization focuses on enhancing the production and use of reliable statistics for evidence-based policymaking, promoting the integration of technology and innovation for sustainable development, and measuring progress towards the 2030 Agenda.

Job Overview:
The Team Assistant position is situated within Cluster 4, which focuses on Statistics, the information society, and technology. This role is pivotal in supporting the Cluster Lead and involves a variety of office support and administrative functions. The Team Assistant will be responsible for managing correspondence, monitoring processes related to the unit's outputs, and assisting in the hiring process for staff and consultants. The position requires a proactive approach to research and organization of information for reports and meetings, as well as providing logistical support for various events. The Team Assistant will also be involved in data entry and extraction, maintaining schedules, and ensuring compliance with legal and financial requirements. This role is essential for the smooth operation of the cluster and contributes to the overall mission of ESCWA in promoting sustainable development in the Arab region.

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

• Providing comprehensive office support and administrative functions.
• Drafting responses to routine correspondence and communications.
• Monitoring processes and schedules related to the unit’s outputs and ensuring compliance with relevant requirements.
• Researching and organizing information for reports, work plans, and meetings.
• Supporting the administrative process for hiring staff and consultants.
• Proofreading and editing documents for accuracy and adherence to standards.
• Responding to information requests and inquiries.
• Providing secretarial and logistical support for meetings and conferences.
• Assisting in the preparation of presentation materials. 1
• Maintaining calendars and schedules, and communicating changes to relevant staff. 1
• Performing data entry and extraction functions. 1
• Reviewing and processing mail and documents. 1
• Updating distribution lists and preparing materials for distribution. 1
• Performing general administrative tasks such as leave recording and budget follow-up. 1
• Coordinating project deliverables in collaboration with the programming team. 1
• Providing guidance to less experienced staff. 1
• Assisting with data collection and analysis for reports. 1
• 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. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to one year. Experience in data analytics or related areas is desirable, as is familiarity with ERP systems such as Umoja or SAP. Experience coordinating with international organizations and engaging with stakeholders is also beneficial.

Educational Background:
The educational requirement for this position is a high school diploma or equivalent. Candidates with higher education qualifications may have reduced experience requirements, indicating a preference for those with a first-level university degree or higher.

Experience:
The position requires a minimum of three years of relevant 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. Additionally, experience in data analytics or related fields is desirable, along with familiarity with ERP systems and coordination with international organizations.

Languages:
Fluency in English and Arabic is required for this position, as these are the working languages at ESCWA. Knowledge of French is also beneficial. Fluency is defined as a rating of 'fluent' in all four areas: speaking, reading, writing, and understanding. Knowledge of a language is defined as a rating of 'confident' in two of the four areas.

Additional Notes:
This position is available for one year from the date of appointment, with the possibility of extension based on various factors such as budgetary approval and continued need for services. The position is subject to local recruitment, meaning applicants must be authorized to work in Lebanon. Candidates selected from outside the duty station will be responsible for their relocation expenses. The United Nations is committed to diversity and encourages female candidates to apply. The organization does not charge a fee at any stage of the recruitment process.