Team Assistant
Organizational Context
The Department of Operational Support (DOS) provides operational advisory services across the UN Secretariat, including field missions and regional commissions. The Procurement Division within the Office of Supply Chain Management (OSCM) ensures effective and transparent procurement services. This Team Assistant role is situated within the Technology & Infrastructure Support Service (TISS) of the Procurement Division in Valencia, Spain, reporting to the Team Lead.
Job Purpose
The Team Assistant will provide comprehensive office support, administrative, and procurement functions within the Technology & Infrastructure Support Service (TISS) of the Procurement Division. This role is crucial for ensuring the smooth operation of the unit by managing correspondence, monitoring processes, verifying documentation, and maintaining compliance with regulations. The incumbent will support the team by organizing information, generating reports, and assisting with meeting logistics and presentation materials. Effective management of schedules, data entry, and document processing, including utilizing the Umoja ERP system, are key to contributing to the division's overall efficiency and effectiveness in delivering expert procurement services.
Responsibilities
Perform a wide range of office support, procurement, and administrative functions. Draft responses to routine correspondence and produce various documents and reports using standard word processing software. Monitor unit processes and schedules, verifying receipts and document accuracy for compliance. Research, compile, and organize information for reports, work plans, and meetings. Generate statistical and other reports using databases. Proofread and edit texts for accuracy, grammar, and style. Screen emails and respond to information requests, referring complex inquiries as needed. Provide administrative and logistics support for meetings, conferences, and events. Assist in preparing presentation materials. Maintain calendars and communicate schedule changes. Perform data entry and extraction using the Umoja ERP system. Process mail and documents, following up on actions. Update distribution lists and distribute materials, coordinating printing and translation. Handle shipment arrangements and courier services. Perform general administrative tasks, including leave recording and processing administrative requests like requisitions and travel authorizations. Maintain electronic files and databases. Provide guidance to less experienced staff.
Work Experience
A minimum of three years of relevant experience in procurement, contract administration, or general administration is required. This requirement is reduced to one year for candidates with a first-level university degree. Experience with ERP systems (e.g., SAP) and in a procurement or commercial office environment is desirable.
Skills
Professionalism, Teamwork, Client Orientation, Office support, Administrative support, Procurement support, Document management, Data entry, Report generation, Communication, Organization, Time management, ERP systems proficiency.