MINUSTAH TEMPORARY JOB OPENING

Team Assistant, GL-3

MINUSTAH-TJO-2017-N016

Special Notice

The United Nations Stabilization MINUSTAH invites all interested and qualified candidates to apply for the announced job opening. All interested candidates should submit their Personal History Profile (PHP)/P.11 and copies of their educational diploma/certificates and employment records to Recruitment & Career Development Unit (RCDU) via email at minustah-recruitment@un.org.  Blank P.11and supplementary sheets are available at the MINUSTAH Bulletin Board for Internal Candidates and at the MINUSTAH website (http://minustah.unmissions.org/offres-demploi) for external candidates.  Attachments/file size bigger than 10 MB should be sent in batches.

For ease of reference, please include the job opening number indicated above in the subject of your e-mail.

Organizational Setting and Reporting Relationships:

The Team Assistant will report to the Head, Recruitment & Career Development Unit:

Responsibilities:

• Provides general office support services to help ensure the smooth functioning of an organizational unit.
• Uses standard word processing package to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards.
• Proofreads written products for completeness and grammatical and typographical accuracy.
• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Reviews, records, routes and/or processes mail or other documents; gathers pertinent background material; tracks and monitors follow-up action as required.
• Receives phone call and visitors, and responds to routine inquiries and information requests, including drafting routine written responses, or routes to appropriate personnel for handling as required.
• Maintains files (both paper and electronic) and databases for work unit.
• Updates and maintains large distribution lists; assemble documents, reports and other materials for global dissemination, where possible using electronic formats; coordinates courier services.
• Performs basic data entry and extraction functions.
• Checks accuracy of simple calculations, codings, data, etc.
• Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g. travel requests, expense claims, vouchers, visa applications, etc.).
• Photocopies/scans a variety of documents and other materials.
• Operates and maintains a variety of office equipment in the performance of basic office functions, e.g. photocopier, facsimile, printer, scanner, etc.
• Delivers urgent mail/messages.
• Performs other duties as assigned.

Competencies

Professionalism: Knowledge of the human resources policies, procedures and practices and ability to apply them in an organizational setting; demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps; shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning & Organizing:  Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education: 

High school diploma is required.

Work Experience:                                               

At least two (2) years of experience in human resources management, administrative services or related area is required.

Languages

English and French are the working languages of the United Nations Secretariat.  For the position advertised, fluency in oral and written English and French is required.