Team Assistant

Job Posting Organization:
The position is located at CELADE's Population Division, which is part of the Economic Commission for Latin America and the Caribbean (ECLAC). ECLAC was founded in 1948 and is one of the five regional commissions of the United Nations. Its mission is to contribute to the economic and social development of the region by 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, focusing on sustainable development and social inclusion. For more information, you can visit their website at www.eclac.org.

Job Overview:
The Team Assistant will report directly to the Division Chief and will be responsible for a variety of office support and administrative functions. This role is crucial for ensuring the smooth operation of the Cooperation Agreement between the Republic of Korea and the United Nations ECLAC. The Team Assistant will engage in tasks such as drafting responses to correspondence, producing complex documents and reports, monitoring processes and schedules, and ensuring compliance with legal and financial requirements. The position also involves research, data compilation, and the generation of statistical reports. The Team Assistant will provide secretarial and logistical support for meetings and conferences, maintain calendars, and assist in the preparation of presentation materials. This role requires a proactive approach to managing office tasks and supporting the team effectively.

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

• Providing comprehensive office support and administrative functions related to the Cooperation Agreement.
• Drafting and responding to routine correspondence and communications.
• Producing large, complex documents and reports using standard word processing software.
• Monitoring processes and schedules related to the unit’s outputs and ensuring compliance with relevant requirements.
• Researching and compiling information for reports, work plans, and meetings.
• Generating statistical reports and work orders using various databases.
• Proofreading documents for accuracy and adherence to established standards.
• Screening phone calls and visitors, responding to inquiries, and referring complex requests to appropriate personnel.
• Providing logistical support for meetings, boards, and conferences. 1
• Assisting in website maintenance and document posting. 1
• Maintaining calendars and schedules, communicating changes to relevant staff. 1
• Performing data entry and extraction functions. 1
• Managing mail and document processing, including follow-ups on actions. 1
• Updating distribution lists and preparing materials for distribution. 1
• Performing general administrative tasks such as leave recording and budget follow-up. 1
• Maintaining both paper and electronic files and databases. 1
• Providing software and office equipment support. 1
• Guiding less experienced staff on office processes and procedures. 1
• Assisting with data collection and analysis for reports and presentations. 2
• Performing other duties as assigned.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. For positions in the General Service category, it is essential to clearly indicate completion of high school in the Applicant Profile. Additionally, candidates should have three years of experience in general office support or a related area. This experience requirement is reduced to one year for candidates with a first-level university degree or higher. Familiarity with an Enterprise Resource Planning system such as SAP or UMOJA is desirable, as is experience with the INSPIRA system. Experience in data analytics or a related field is also considered an asset.

Educational Background:
A high school diploma or equivalent is required for this position. Candidates must ensure that their Applicant Profile clearly reflects their educational qualifications, particularly for positions in the General Service category.

Experience:
The position requires three years of experience in general office support or a related area. However, this requirement is reduced to one year for candidates who hold a first-level university degree or higher. Experience with Enterprise Resource Planning systems like SAP or UMOJA is desirable, as well as familiarity with the INSPIRA system. Additionally, having one year or more of experience in data analytics or a related area is considered beneficial.

Languages:
Fluency in Spanish and knowledge of English are required for this position, as English and French are the working languages of the United Nations Secretariat. Knowledge of French or another UN official language is desirable but not mandatory.

Additional Notes:
This position is temporarily available until July 31, 202

• If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. The post is funded with extrabudgetary resources, and the extension of appointment will depend on the availability of funds. The recruitment for this position is done on a local basis, meaning applicants must be authorized to work in Chile. The United Nations does not charge any fees during the recruitment process, and candidates are encouraged to apply regardless of their background, as the organization is committed to diversity and inclusion.