Team Assistant

The Team Assistant provides a wide range of office support and administrative functions within the Human Resources Section, Division of Administration at the Economic Commission for Latin America and the Caribbean. The role involves managing correspondence, scheduling, data entry, document preparation, and supporting meetings and information management activities.

Responsibilities

• 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.; assists in verification of receipt and accuracy of requisite documents, approvals, signatures, etc.
• 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 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, using electronic formats; handles arrangement 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.
• Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables, and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Performs other duties as assigned.

Requirements

• High school diploma or equivalent is required.
• At least two (2) years of experience in general office support or related area is required.
• The minimum years of relevant experience is reduced to zero (0) for candidates who possess a first-level university degree or higher.
• Experience using ERP systems, such as PeopleSoft, SAP or other, to manage HR processes is desirable.
• Experience in maintaining and supporting the creations reports, information management, or related area is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.
• English and Spanish language proficiency at UN Level II (English) and UN Level III (Spanish) in reading, writing, listening and speaking.

Skills

• Office Support
• Administrative Functions
• ERP Systems
• PeopleSoft
• SAP
• HR Processes
• Report Preparation
• Information Management
• Data Analytics
• Data Entry
• Document Preparation
• Meeting Support
• Scheduling

Languages

English, Spanish