Team Assistant

                                                              Issued:  01 November  2013       

NOTE Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the SG. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

VACANCY NOTICE NO.:	GS-13-54
ORGANIZATIONAL LOCATION:	UNODC
DUTY STATION:	Nairobi
FUNCTIONAL TITLE:	Team Assistant (6 Posts)
GRADE:	G-4
DURATION:	One year renewable
CLOSING DATE:	15 November 2013

The United Nations Office on Drugs and Crime (UNODC) is committed to achieving health, security and justice for all by tackling threats from illicit drugs, organized crime, corruption and terrorism worldwide. UNODC provides legal and technical assistance in a variety of challenging areas, such as preventing and countering corruption, trafficking in drugs, persons, and firearms, money laundering and terrorist financing, among others. UNODC also works to prevent and treat drug dependence and HIV and AIDS. This post is located in the UNODC at Nairobi, Support Services Service, Building Management and Transport Unit at the Nairobi duty Station.

DUTIES AND RESPONSIBILITIES

Within limits of delegated authority and depending on location, Team Assistants at this level may be responsible for the following duties: (These duties are generic, and may not be performed by all TeamAssistants.)

• Performs a wide range of office support and administrative functions.

• 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 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.

• Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.

• Generates a variety of standard statistical and other reports, work orders, etc., using various databases.

• Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.

• Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling.

• Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.

• Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.

• Assists in the preparation of presentation materials using appropriate technology/software.

• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.

• Performs data entry and extraction functions.

• Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.

• Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.

• Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).

• Maintains files (both paper and electronic) and databases for work unit.

• Assists in providing software and office equipment support.

• Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.

• Performs other duties as assigned.

COMPETENCIES

• Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.

• 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 audience; demonstrates openness in sharing information and keeping people informed.

• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by

genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

• Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount 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.

QUALIFICATIONS

Education

High school diploma or equivalent.

Experience:

A minimum of four years of relevant and responsible experience in general office support or related

area is required.

Language:

English and French are the two working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of a second official UN Language is an advantage.

Preference will be given to equally qualified women candidates. All applications to be sent to the following address on or before the deadline of 15/11/2013. Applicants should send a completed United Nations P.11 or a Personal History Profile together with a covering letter of one to two pages summarizing how they meet the requirements of the job to:            e-mail: recruitment@unon.org PLEASE QUOTE JO OPEINING NO.:    GS-13-54 (Applications without Correct Job Opening Number will not be Considered) The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.