Team Assistant
Organizational Context
The Department of Operational Support (DOS) provides end-to-end operational support across the UN Secretariat. Within DOS, the Office of Supply Chain Management (OSCM) oversees various divisions, including Procurement. The Procurement Division's mandate is to deliver expert procurement services and business advice to UN entities, ensuring value for money through fair and transparent processes. This Team Assistant role sits within the Transportation & Life Support Service (TLSS) of the Procurement Division and reports to a Team Lead.
Job Purpose
The Team Assistant will provide comprehensive office support and administrative functions, with a specific focus on procurement activities. This includes undertaking low-value procurement exercises, processing transactions via the UN's SAP system, and managing e-tendering processes. The role involves assisting colleagues with procurement tasks, facilitating customs clearance for UN shipments, and drafting responses to routine correspondence. Additionally, the incumbent will monitor unit outputs, research and compile information for reports, generate statistical reports, and proofread documents. The position also entails providing secretarial, administrative, and logistical support for meetings, assisting with website maintenance and presentation material preparation, performing data entry, and managing mail and distribution lists. Maintaining procurement files and databases, and guiding less experienced staff are also key aspects of this role.
Responsibilities
The Team Assistant is responsible for performing a wide range of office support and administrative functions, including procurement tasks. This involves undertaking low-value procurement exercises and processing transactions through the UN's SAP system and e-tendering platforms. The role includes assisting colleagues with procurement activities, facilitating customs exemptions, and managing UN shipment clearances. Key duties also encompass drafting correspondence, monitoring schedules and outputs, verifying document accuracy and compliance, and researching/compiling information for reports and meetings. The incumbent will generate statistical reports, proofread and edit documents, and provide secretarial, administrative, and logistical support for meetings and conferences. Additional responsibilities include assisting with website maintenance, preparing presentation materials, performing data entry, managing mail, updating distribution lists, and coordinating shipment arrangements. Maintaining procurement files and databases, and providing guidance to junior staff are also integral to the role.
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 holding a first-level university degree or higher. Experience with ERP systems like SAP or e-tendering systems is desirable, as is experience in a procurement or commercial office environment, and general office support.
Skills
Proficiency in general office support and administrative procedures. Strong teamwork and collaboration skills. Client-oriented approach with the ability to manage client needs and expectations. Competence in using standard word processing and database software. Experience with SAP or similar ERP systems and e-tendering platforms is desirable.