Team Assistant

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United Nations
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November 02

These positions are located in the Pass & ID Unit of the Security and Safety Service. The incumbent reports to the Officer-in-charge of the Unit or the Security Sergeant.

Responsibilities

Under the direct supervision of the Officer-in-charge of the Unit or the Security Sergeant, the incumbent:

  • Process UN identity cards for all applicants requesting a long duration badge.
  • Process access badges/ passes for all visitors and conference participants.
  • Screens and verifies all supporting documents for identity/access card requests as per existing Standard Operating Procedure (SOP).
  • Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large complex documents and reports.
  • Monitors processes and schedules related to the unit's outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
  • Screens phone calls and visitors; responds to moderately complex information requests and inquiries, (e.g. answers request requiring file search, etc.) and as necessary refers inquiries to appropriate personnel for handling.
  • Maintains calendar/schedules of conferences; monitors changes and communicates relevant information to appropriate staff inside and outside immediate work unit
  • Reviews, records, distributes and/or process mail and other documents; follow-up on impending actions.
  • Updates and maintain large distribution lists; monitors prepares and distributes various materials, reports, etc.
  • Researches, compiles and organizes information and reference materials from various materials, reports, work plans, studies, briefings, meeting/conferences, etc.
  • Generates a variety of standard statistical and other reports, work orders, etc., using various databases.
  • Provides secretarial, administrative and logistic support to meetings, boards, committees, conferences, etc.
  • Performs data entry and extraction functions.
  • Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, etc.) to include preparing and/or processing administrative requests/documents.
  • Maintains files (both paper and electronic) and databases for work unit.
  • Assists in providing software and office equipment support.
  • Performs other duties as assigned.

Competencies

Professionalism: 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

Client Orientation : Considers al those to whom services are provided to be "clients" and seeks to se things from client's point of view. Establishes and maintains productive partnerships with clients by gaining there trust and respect. Identifies client's needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the client's environment to keep informed and anticipate problems. Keep clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

Completion of secondary school or its equivalent technical or commercial school.

Work Experience

A minimum of three (3) years of experience in general office support or related area is required.

Out of those three (3) years, one (1) year of experience within the United Nations common system is desirable.

Front office experience is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English or French and knowledge of the other language are required. Knowledge of another official United Nations language (Arabic, Chinese, Russian or Spanish) is an advantage.

Skill & Language
general office suppor
French
1 - 3 years
Negotiable
1 candidate
December 04
Full Time
Senior Mgmt.
Geneva, Geneva
United Nations4 jobs · Geneva, Geneva
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