TEAM ASSISTANT

Org. Setting and ReportingThis position is located in the United Nations Office for Sustainable Development (UNOSD), in the city of Incheon, Republic of Korea. UNOSD is a project office of the Division for Sustainable Development Goals (DSDG), United Nations Department of Economic and Social Affairs (UN DESA). The Division acts as the Secretariat for the SDGs, providing substantive support and capacity-building for the goals and their related thematic issues, including water, energy, climate, oceans, urbanization, transport, science and technology, the Global Sustainable Development Report (GSDR), partnerships and Small Island Developing States. DSDG plays a key role in the evaluation of UN systemwide implementation of the 2030 Agenda for Sustainable Development and on advocacy and outreach activities relating to the SDGs. For more information, please visit DSDG website at https://sdgs.un.org/. You may also wish to visit the website of the UNOSD at https://unosd.un.org/. The Team Assistant reports directly to the Senior Sustainable Development Officer, UNOSD. ResponsibilitiesUnder the guidance and supervision of the Senior Sustainable Development Officer and within limits of delegated authority, Team Assistant will 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 Office'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. • Assists in the coordination of project planning and preparation work for UNOSD; monitors status of project proposals and implementation of activities, including ensuring receipt of relevant documentation for review and approval of activities. • Assists in preparing project documents and concept notes for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval. • 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 UNOSD official meetings, committees, training, workshops, conferences, etc.; liaises with UNOSD partner organizations and participants for the purpose of coordination, awareness-raising on UNOSD work. • 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. • 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 the Office. • Performs other 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. • 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 ExperienceAt least three years' experience in general office support or related area is required Experience in secretarial, administrative and logistics support related to international meetings and events and liaising with international representatives, including for travel management and visa arrangements is required. Experience using integrated information management systems, such as SAP, Umoja or a similar system, in performing programme or project administration tasks is required. Experience in using Microsoft Office (Word, Excel and Powerpoint) is required Experience in web maintenance is desirable Experience with organizing and/or hosting meetings on virtual platforms, such as MS Teams, WebEx or Zoom, is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English and Korean are 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).