Team Assistant

The Team Assistant provides logistical and administrative support to the Secretariat to the intergovernmental negotiations on a Framework Convention on International Tax Cooperation within the Financing for Sustainable Development Office of DESA. The role involves office support, document preparation, meeting logistics, and administrative coordination under the supervision of the Principal Economic Affairs Officer.

Responsibilities

• Provides logistical and administrative support in follow-up to the Framework Convention on International Tax Cooperation.
• 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 to the unit’s outputs, products, tasks, etc.; assists in 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, and refers inquiries to appropriate personnel as necessary.
• Provides secretarial, administrative and logistics support to in-person, virtual, and hybrid 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, handles arrangements for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
• Performs general administrative tasks including leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, preparing and/or processing administrative requests/documents such as 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.

Requirements

• High school diploma or equivalent is required.
• A minimum of three years of experience in general office support or related areas is required.
• Experience in the use of MS Office and web posting is required.
• Experience using integrated information management systems, such as SAP, Oracle, Inspira, Umoja, Unite Docs or other comparable systems is required.
• Experience in administrative support for meetings, conferences or workshops, including logistics and travel arrangements, is desirable.
• Experience in research and preparation of reports is desirable.
• Experience in working for an international organization is desirable.
• English language proficiency at UN Level II in reading, writing, listening, and speaking is required.

Skills

• Office Support
• Microsoft Office Suite
• Web Posting
• Management Information Systems
• SAP
• Oracle
• Inspira
• Umoja
• Unite Docs
• Administrative Support for Meetings
• Conference Logistics Coordination
• Travel Arrangements
• Report Preparation
• Research
• International Organization Experience

Languages

English