Team Assistant

UNIDIR; Genf; On-site; CHF 70,000 - 90,000; Full time

Job summary

UNIDIR in Geneva seeks a Team Assistant to provide comprehensive office support for multiple programmes. You will draft responses, prepare complex documents, and manage calendars and records to ensure smooth operations.

The role requires a high school diploma and at least three years of general office experience, with desirable exposure to UN procedures and Excel-based reporting.

Qualifications

• High school diploma or equivalent is required.
• At least three years of general office support experience is required.
• Experience with official correspondence and document editing is desirable.
• Experience using spreadsheet software such as Excel and compiling statistics is desirable.

Responsibilities

• Performs a wide range of office support and administrative functions for multiple UNIDIR programmes.
• Responds to routine correspondence and drafts responses; produces large, complex documents and reports.
• Monitors unit calendars, schedules, and maintains records and databases; assists in document verification for compliance.

Skills

Office administration

Excel proficiency

Documentation and reports

Education

High school diploma or equivalent

Tools

Microsoft Excel

Job description

• Occupational rate: 100% (Full-time)
• Duration: 364 days, with the possibility of extension

The United Nations Institute for Disarmament Research (UNIDIR) is a voluntarily funded, autonomous institution within the United Nations. One of the few policy institutes worldwide focusing on disarmament, UNIDIR generates knowledge and promotes dialogue and action on disarmament and security. Based in Geneva, UNIDIR assists the international community to develop the practical, innovative ideas needed to find solutions to critical security problems.

Responsibilities

Within the limits of delegated authority, the Team Assistant will be responsible for the following duties:

• Performs a wide range of office support and administrative functions for multiple UNIDIR programmes.
• Responds to, or drafts responses to, routine correspondence and other communications; uses a standard word-processing package to produce a wide variety of large, complex documents and reports.
• Monitors processes and schedules related to the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc., to ensure compliance with relevant legal, financial and other requirements.
• Researches, compiles and organizes information and reference materials from various sources for reports, workplans, studies, briefings, meetings and conferences, etc.
• Generates a variety of standard statistical and other reports, work orders, etc., using various databases.
• Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
• Initiates the payment of contractors’ invoices and monitors payments.
• Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
• Assists in the preparation of presentation materials using appropriate technology and software.
• Maintains calendars and schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Performs data entry and extraction functions.
• Reviews, records, distributes and/or processes mail and other documents; follows up on impending actions.
• Updates and maintains large distribution lists; monitors, prepares and distributes various materials and reports, where possible using electronic formats; handles arrangements for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
• Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up), including preparing and/or processing administrative requests and documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications).
• Maintains files (both paper and electronic) and databases for the work unit.
• Assists in providing software and office equipment support.
• Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.
• Performs other duties as assigned.

Schedule for the proposed work

A workplan will be agreed within the first two weeks of the contract. The Team Assistant will have regular meetings with their First Reporting Officer in order to set assignments within the workplan and monitor progress. They will inform their First Reporting Officer and relevant personnel if there are any issues concerning meeting agreed deadlines.

Performance indicators

The Team Assistant will be evaluated against their agreed workplan and according to the United Nations staff performance evaluation guidelines.

The Team Assistant is required to demonstrate the core values of the United Nations: Professionalism, Integrity and Respect for Diversity. In addition, they will demonstrate the following competencies:

• Professionalism: Knowledge of general office and administrative support, including administrative policies, processes and procedures; shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Planning and organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Qualifications and experience

Education

A high school diploma or equivalent is required.

Experience

• At least three (3) years of experience in general office support or a related area is required.
• Experience in the field of administration with the United Nations or similar international organizations is desirable.
• Experience using an enterprise resource planning system in a large organization is desirable.
• Experience preparing and editing official correspondence is desirable.
• Experience compiling statistics and providing analysis, including through the use of spreadsheet software such as Microsoft Excel, is desirable.

Languages

For this assignment, fluency in English (both written and oral) is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Travel

The Team Assistant may be required to travel during the course of this assignment. Dates and locations will be determined during the implementation of relevant projects. The Team Assistant must complete the United Nations course BSAFE (online) along with other mandatory trainings. Copies of certificates of completion must be provided to UNIDIR.

Please note

Incomplete applications and applications generated with artificial intelligence will not be processed.

Due to the high volume of applications received, only shortlisted candidates will be contacted. Should you move forward in the process, you may be contacted for further assessment.

UNIDIR is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

This post is financed through extrabudgetary funding. The possibility of extension beyond the initial appointment will be subject to satisfactory performance, availability of the post and funds, budgetary approval or extension of the mandate.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All Staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits applicable to international recruitment.

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

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