TEAM ASSISTANT

Organizational Context

The Team Assistant position is within the Secretariat supporting intergovernmental negotiations on a Framework Convention on International Tax Cooperation. This office is part of the Financing for Sustainable Development Office within the Department of Economic and Social Affairs (DESA). The role reports to the Principal Economic Affairs Officer.

Job Purpose

The Team Assistant provides essential logistical and administrative support for the Framework Convention on International Tax Cooperation. This includes managing correspondence, producing complex documents, monitoring project timelines, and organizing information for reports and meetings. The role also involves handling inquiries, supporting virtual and in-person events, maintaining websites, and preparing presentation materials. Additionally, the Team Assistant manages calendars, performs data entry, processes mail, updates distribution lists, and handles general administrative tasks such as travel arrangements and budget follow-up. They also maintain office files and databases and provide basic support for software and equipment, guiding less experienced staff.

Responsibilities

Provide comprehensive logistical and administrative support for the Framework Convention on International Tax Cooperation. Manage a wide range of office support functions, including drafting and responding to correspondence and producing complex documents and reports using standard word processing software. Monitor unit outputs, products, and tasks, verifying document accuracy and compliance with requirements. Research, compile, and organize information for reports, work plans, and meetings. Generate statistical and other reports using databases. Proofread and edit documents for accuracy, grammar, punctuation, and style. Screen phone calls and visitors, responding to information requests and referring complex inquiries as needed. Offer secretarial, administrative, and logistics support for meetings, conferences, and workshops, both in-person and virtual. Assist with website maintenance by uploading and converting documents. Prepare presentation materials using appropriate software. Maintain and update calendars and schedules, communicating changes to relevant staff. Perform data entry and extraction. Process and distribute mail, and follow up on pending actions. Maintain distribution lists and coordinate printing, translation, and shipment arrangements. Execute general administrative tasks, including leave recording, meeting arrangements, reservations, budget follow-up, and processing administrative requests like requisitions and travel authorizations. Maintain physical and electronic files and databases. Provide basic software and equipment support and guidance to junior staff.

Work Experience

A minimum of three years of general office support experience is required. Experience with MS Office, web posting, and integrated information management systems (e.g., SAP, Oracle, Umoja) is necessary. Desirable experience includes administrative support for meetings/conferences, research, report preparation, and working within an international organization.

Skills

Professionalism, Communication, Teamwork, general office and administrative support, administrative policies and procedures, document production, information organization, meeting support, data entry, file management, basic software support.

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