Team Assistant

Organizational Context

This position is within the Centralized Management Unit (CMU) of the United Nations Interregional Crime and Justice Research Institute (UNICRI) in Turin, Italy. The role reports to the Chief of the CMU and functionally to the Administrative Assistant (HR). UNICRI is dedicated to promoting justice and security worldwide.

Job Purpose

The Team Assistant provides essential general office and administrative support services to the Centralized Management Unit (CMU) at UNICRI. This role is crucial for the efficient operation of the unit, involving tasks such as generating reports, managing invoices, processing low-value purchases, handling correspondence, and maintaining records. The position also supports administrative and logistics for meetings and conferences. Additionally, the Team Assistant assists with the UNICRI Internship programme and contributes to data collection and analysis for reporting and decision-making, ensuring smooth day-to-day operations and program support.

Responsibilities

Provide comprehensive general office and administrative support. Generate statistical reports and work orders, analyze invoices, and prepare payment requests. Manage office supplies, including ordering and replenishment. Serve as the focal point for low-value purchasing, conducting market research and preparing purchase orders in the UMOJA system. Process and distribute mail, maintain distribution lists, and coordinate shipments and courier services. Create service entry sheets in the ERP system for external service providers. Offer secretarial, administrative, and logistics support for meetings, conferences, and committees. Compile and organize information for reports and briefings. Maintain physical and electronic files and databases. Coordinate and process actions for the UNICRI Internship programme, including onboarding and documentation. Assist with HR-related tasks, such as updating business partner information in UMOJA. Support data collection, analysis, and report preparation for information sharing and decision-making. Perform other related duties as assigned.

Work Experience

A minimum of three years of experience in general office support or administration is required. This is reduced to one year for candidates with a university degree. Desirable experience includes supporting project delivery, HR functions, basic financial processes, procurement support, and using an ERP system like UMOJA.

Skills

Professionalism, Communication, Planning & Organizing, Data analysis, Report generation, Invoice verification, Procurement support, ERP system usage (Umoja), HR support, Administrative support, Logistics coordination.

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