TEAM ASSISTANT (Temporary Job Opening)

Organizational Context

This position is within the Debt and Development Finance Branch (DDFB) of the Division on Globalization and Development Strategies (DGDS) at the United Nations Conference on Trade and Development (UNCTAD) in Geneva. The Team Assistant reports directly to the Head of DDFB, supporting the branch's operations and administrative functions.

Job Purpose

The Team Assistant provides essential office support and administrative functions within the Debt and Development Finance Branch. This role involves managing correspondence, producing complex documents, proofreading and editing texts for accuracy and adherence to standards, and offering secretarial, administrative, and logistical support for meetings and conferences. The position also contributes to website maintenance, data entry and extraction, mail processing, and maintaining distribution lists. Additionally, the Team Assistant handles general administrative tasks such as leave recording, meeting arrangements, reservations, budget follow-up, and processing administrative requests. The role supports data collection, analysis, and presentation, assists with visualizations, and updates information materials, ensuring the smooth operation of the branch.

Responsibilities

The Team Assistant performs a wide range of office support and administrative functions. Key duties include responding to routine correspondence, producing complex documents using standard word processing software, and proofreading/editing texts for accuracy and style. The role provides secretarial, administrative, and logistical support for meetings, boards, committees, and conferences. Responsibilities extend to assisting with website maintenance by posting documents, performing data entry and extraction, and processing mail. The Team Assistant manages distribution lists, prepares and distributes materials, and coordinates printing, translation, and shipment arrangements. General administrative tasks include recording leave, arranging meetings, managing reservations, and following up on budgets. Processing administrative requests like requisitions, purchase orders, and travel requests is also required. Maintaining files and databases, providing basic software and equipment support, and guiding less experienced staff are part of the role. Furthermore, the position assists with data collection, analysis, presentation, and updating information materials like web pages and brochures.

Work Experience

A minimum of three years of experience in general office support or a related area is required. Experience with ERP systems (e.g., UMOJA), working in an international organization, and data analytics are desirable.

Skills

Proficiency in general office and administrative support, including understanding administrative policies and procedures. Strong organizational and planning skills, with the ability to manage time and resources effectively. Competence in data analysis, modeling, and interpretation. Excellent teamwork and collaboration skills. Ability to maintain professional composure under stress and demonstrate efficiency in meeting commitments and achieving results.

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