Team Assistant (2 positions)

Org. Setting and ReportingThese positions are located in the Regional Office for Southeast Asia and the Pacific (ROSEAP), Bangkok (Thailand), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The incumbents will work under the direct supervision of the Deputy Regional Representative and/or Operations Manager of the Regional Office for Southeast Asia and the Pacific (ROSEAP) in Bangkok. For more information on UNODC, please visit www.unodc.org ResponsibilitiesWithin limits of delegated authority and depending on location, Team Assistants at this level may be responsible for the following specific duties: • Perform a wide range of office support and administrative functions. • Respond or draft responses to routine correspondence and other communications; use standard word processing package to produce a wide variety of large, complex documents and reports. • Monitor processes and schedule related the unit’s outputs, products, tasks, etc.; where applicable, assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements. • Research, compile and organize information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc. • Generate a variety of standard statistical and other reports, work orders, etc., using various databases. • Proofread documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format. • Screen phone calls and visitors; respond to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refer inquiries to appropriate personnel for handling. • Provide secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc. • Assist in the maintenance of websites by scanning, converting and posting a variety of documents onto the site. • Assist in the preparation of presentation materials using appropriate technology/software. • Maintain calendar/schedules; monitor changes and communicates relevant information to appropriate staff inside and outside the immediate work unit. • Perform data entry and extraction functions. • Review, record, distribute and/or process mail and other documents; follows-up on impending actions. • Update and maintain large distribution lists; monitor, prepare and distribute various materials, reports, where possible using electronic formats; handle arrangement for printing and translation as necessary; coordinate shipment arrangements, courier services, etc. • Perform 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.). • Maintain files (both paper and electronic) and databases for work unit. • Assist in providing software and office equipment support. • Provide guidance to less experienced staff on general office processes and procedures, computer applications, etc. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assist with visualizations and updating information material such as web pages or brochures. • Performs other work-related duties as assigned. 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. Able to perform analysis, modeling and interpretation of data in support of decision-making. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. • 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& 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of three (3) years of progressively responsible work experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to one (1) for candidates who possess a first-level university degree or higher. At least one (1) year of work experience in data analytics or related area is desirable. Work experience with an ERP (Enterprise Resources Planning Software) system is desirable. Work experience with SAP/Umoja is desirable. Work experience within the United Nations system or similar international organizations is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).