TEAM ASSISTANT

Organizational Context

The Safety and Security Section within the UN Department of Safety and Security at ECLAC seeks a Team Assistant. ECLAC, a UN regional commission founded in 1948, focuses on the region's economic and social development through policy design, advisory services, and fostering cooperation. This role supports the Chief of Safety and Security.

Job Purpose

The Team Assistant provides essential administrative and office support within the ECLAC Safety and Security Section. This role involves managing correspondence, documents, and schedules, ensuring compliance with requirements, and organizing information for reports and meetings. The position also supports website maintenance, presentation preparation, and data entry. Additionally, the Team Assistant handles logistical arrangements, manages files and databases, and assists with contractor payments and contract administration. They may also provide guidance to junior staff and execute basic operational tasks on security systems, contributing to the section's efficient functioning.

Responsibilities

Perform a wide range of office support and administrative functions, including managing correspondence, drafting responses, and producing complex documents. Monitor unit outputs, schedules, and verify document accuracy for compliance. Research, compile, and organize information for reports, work plans, and meetings. Generate statistical reports and utilize databases. Proofread and edit documents for accuracy and adherence to standards. Screen calls and visitors, respond to inquiries, and refer complex issues. Provide secretarial, administrative, and logistics support for meetings and conferences. Assist with website maintenance, document posting, and presentation material preparation. Maintain calendars and communicate schedule changes. Perform data entry and extraction. Process and distribute mail, follow up on actions, and maintain distribution lists. Coordinate printing, translation, and shipment arrangements. Handle general administrative tasks such as leave recording, meeting arrangements, reservations, and budget follow-up. Prepare and process administrative requests like requisitions, purchase orders, and travel requests. Maintain physical and electronic files and databases. Provide support for software and office equipment. Offer guidance to less experienced staff. Assist with data collection, analysis, and presentation. Manage timekeeping and administrative processes, including UMOJA. Process contractor invoices and monitor payments. Assist in the administration of external contracts. Execute basic operational tasks on badging and security databases.

Work Experience

A minimum of three years of experience in administrative services, general office support, or a related area is required. This is reduced to one year for candidates with a first-level university degree or higher. Experience in a security environment or in roles with mandatory shift timekeeping is desirable.

Skills

Professionalism, Planning and Organizing, Accountability, Office support, Administrative functions, Document production, Information management, Data entry, Database management, Communication, Time management, Attention to detail.

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