Senior Team Assistant

Provide high-quality administrative support to ensure smooth operation of the Office, Department and/or Unit. Manage calendars, meetings, official documents, procurement, budget, travel workflows, coordinate events and missions, and maintain records with discretion and professionalism.

Responsibilities

• Manage calendar and workflow processes for managers and staff, undertake and facilitate complex scheduling, meeting preparation packs and briefing materials that ensure readiness and follow-up actions are tracked to closure.
• Draft, edit, format, and proofread letters, memos, minutes, briefs, presentations, and official correspondence to organizational standards.
• Coordinate operational processes including provision of support for procurement, budget administration, expenses and travel, including visas/security clearances and mission logistics as well as mission reports or back to office reporting.
• Plan and deliver logistics for meetings, missions, workshops, and – where applicable – Board publication cycles and sessions.
• Manage office, department or unit records through orderly digital/SharePoint filing, logs, tracking sheets, and other systematic record keeping ensuring ease of retrieval, accuracy, and confidentiality.
• Prepare logistics and relevant materials for internal/external meetings, workshops, Board publications and sessions as relevant to the office, department of unit ensuring prioritisation according to deadlines.
• Coordinate and track inputs for work, budgets and KPIs and maintain trackers and dashboards as necessary.
• Operate within established administrative, procurement, travel, and correspondence policies and practices with ability to interpret and apply guidelines to varied, time-sensitive cases.
• Anticipate conflicts, sequencing issues, and information gaps and apply prioritisation by exercising judgment in triaging sensitive requests and determining referrals or escalation.
• Propose process improvements to remove barriers to effective operations.
• Navigate typical/trivial problems including short-notice meeting reshuffles across time zones, incomplete travel or procurement submissions and reconcile data across trackers and dashboards to meet KPI or reporting deadlines.
• Facilitate daily/routine liaison with internal and external offices, departments, units, partners, and/or vendors.
• Coordinate information flow and logistics across multiple stakeholders while applying confidentiality in handling sensitive materials and employing correspondence and records standards consistently.
• Works under general direction of Head/Director with latitude to organize work, enforce documentation standards, and escalate risks.
• On-time delivery of meetings, missions, and documentation packages.
• Zero/low rework on documents due to quality, formatting, or policy non-compliance.
• Accurate records and trackers that enable reliable reporting (KPI, budget, workplan).
• Stakeholder satisfaction (internal/external) with coordination and responsiveness.
• Maintain reliable records and SharePoint repositories, trackers, and dashboards while ensuring correct classification, confidentiality, and retrieval.
• Identify process bottlenecks, recommend and implement administrative improvements in line with applicable policies and standards.
• Serve as first point of contact and handle confidential communications with tact and escalate where appropriate.
• Perform other duties as may be reasonably assigned.

Requirements

• Bachelor’s degree in Business, Administration, Public Administration, Social Sciences, Management, or related field.
• Formal training in administrative/secretarial/operational services desirable.
• Minimum 3 years of relevant experience to undertake the functions, preferably with international organization experience and in a multicultural setting.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and experience with databases, tracking sheets, SharePoint and document management.
• Fluency in English required; knowledge of another UN language is an advantage; Korean may be desirable/advantageous depending on office or department needs.
• Possess strong interpersonal skills, cultural sensitivity and ability to multi task under pressure with accuracy.
• Ability to undertake work and observe strict confidentiality and integrity.
• Proactive, organized and detail oriented.

Skills

• Administrative Support
• Calendar Management
• Meeting Coordination
• Document Management
• Procurement Procedures
• Budget Management
• Travel Coordination
• Event Coordination
• Records Management Projects
• Microsoft Office Suite
• SharePoint Development
• Database Management
• Tracking Sheets
• Patient Confidentiality
• Multicultural Sensitivity
• Interpersonal Skills
• Operational Services

Languages

English