Team Assistant
Organizational Context
The Economic Commission for Latin America and the Caribbean (ECLAC), a regional commission of the United Nations, contributes to the economic and social development of the region. Its mission includes policy design, monitoring, evaluation, and providing advisory services and training to governments. This Team Assistant role is situated within the CELADE-Population Division, reporting directly to the Division Director.
Job Purpose
The Team Assistant provides essential office support and administrative functions within the CELADE-Population Division of ECLAC. This role is crucial for ensuring the smooth operation of the division by managing correspondence, documents, and schedules. The incumbent will support the Division Director and contribute to the division's objectives by organizing information, generating reports, and facilitating meetings and workshops. The position plays a key part in maintaining administrative efficiency, supporting data management, and ensuring compliance with relevant procedures, thereby enabling the division to effectively pursue its mission of contributing to the region's economic and social development.
Responsibilities
The Team Assistant performs a broad range of office support and administrative duties. This includes responding to routine correspondence, producing complex documents, and managing processes and schedules related to unit outputs. The role involves researching and compiling information for reports and meetings, generating various reports using databases, and screening calls and visitors. Key responsibilities include providing secretarial, administrative, and logistics support for workshops and meetings, preparing presentation materials, and maintaining calendars. The position also entails data entry and extraction, processing mail, updating distribution lists, and coordinating printing, translation, and shipment arrangements. General administrative tasks such as leave recording, meeting arrangements, reservations, and budget follow-up are also required, along with preparing administrative requests and maintaining files and databases.
Work Experience
A minimum of three years of experience in general office support or a related area is required. This requirement is reduced to one year for candidates holding a first-level university degree or higher. Experience with Enterprise Resource Planning (ERP) systems is desirable, as is one year or more of experience in data analytics.
Skills
Proficiency in general office and administrative support, including policies and procedures. Strong teamwork and collaboration skills. Effective planning and organizing abilities, including goal setting, prioritization, resource allocation, risk assessment, and time management.