Temporary Job Announcement: Posting Title: Team Assistant (EBOLA), GS 4 Job Code Title: Management and Operational Support Administration Department/ Office: Department of Management / Office of Human Resources Management / Medical Services Division Duty Station: NEW YORK Posting Period: until 3 November 2014 Estimated Start Date: 10/11/14 Duration of Need: 31/12/14 This post was created to support efforts of the Medical Services Division in its response to the Ebola outbreak. The incumbent reports to one or more officers. Responsibilities: Within limits of delegated authority, the Team Assistant at this level may be responsible for the following duties: • Performs a wide range of office support and administrative functions. • Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports. • Monitors processes and schedules related 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, work plans, studies, briefings, meetings/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. • Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling. • Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc. • Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site. • Assists in the preparation of presentation materials using appropriate technology/software. • Maintains calendar/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, reports, where possible using electronic formats; handles arrangement 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, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.). • Maintains files (both paper and electronic) and databases for 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. A minimum of three years of experience in general office support or related area is required. Experience with MS Office Applications, especially Excel, is desirable. High school diploma or equivalent. Must have passed the United Nations Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY or the Global General Service Test (GGST) which is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage. DOCUMENTS REQUIRED: -Cover Letter -Personal History Profile (visit https://inspira.un.org/ to generate a PHP) -Proof of required academic credentials (for external applicants) -Employment verification letter from most recent employer (for external applicants) -Last two completed Performance Appraisal or two Reference Letters for external applicants Submissions to be sent to: Petter Haaland ([email protected]), with copy to Christine Asokumar ([email protected])
Posted on: Tue, 28 Oct 2014 14:38:44 +0000
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