TEAM ASSISTANT

Org. Setting and ReportingThis position is located in the Social Development Division. The incumbent reports to the Social Affairs Officer of the division. The Economic Commission for Latin America and the Caribbean is one of the five regional Commissions of the United Nations. It was founded in 1948 with the purpose of contributing to the region's economic and social development. Its mission includes the design, monitoring and evaluation of public policies and the provision of advisory services, expertise and training to Governments, as well as support for regional and international cooperation and coordination activities. Please visit our website at www.eclac.org for further information. ResponsibilitiesWithin limits of delegated authority, the Team Assistant may be responsible for the following duties: • Provides general office support services to help ensure the smooth functioning of an organizational unit. • Uses standard word processing package to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards. • Proofreads written products for completeness and grammatical and typographical accuracy. • Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit. • Reviews, records, routes and/or processes mail or other documents; gathers pertinent background material; tracks and monitors follow-up action as required. • Receives phone call and visitors, and responds to routine inquiries and information requests, including drafting routine written responses, or routes to appropriate personnel for handling as required. • Maintains files (both paper and electronic) and databases for work unit. • Updates and maintains large distribution lists; assemble documents, reports and other materials for global dissemination, where possible using electronic formats; coordinates courier services. • Performs basic data entry and extraction functions. • Checks accuracy of simple calculations, codings, data, etc. • Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g. travel requests, expense claims, vouchers, visa applications, etc.). • Photocopies a variety of documents and other materials. • Operates and maintains a variety of office equipment in the performance of basic office functions (photocopier, facsimile, printer, scanner, etc.). • Delivers urgent mail/messages. • Preparation of contracts and monitoring of payments for the operation of the Inclusive Societies Project. • Support in preparing events, workshops, and seminars to be held within the framework of the project, including tasks such as preparing invitations, follow-ups, and relevant materials. • Support in organizing and monitoring travel for participants in seminars, workshops, and meetings relevant to the project. • Keep the project activity calendar updated, communicating relevant information to the project managers. • Assists 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. • Assists with visualizations and updating information material such as web pages or brochures. • Performs other duties as assigned. Competencies• PROFESSIONALISM: Knowledge of general office and administrative support. Knowledge of 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. 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 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. EducationHigh school diploma or equivalent is required. NOTE: For positions in the General Service category, candidates are required to clearly indicate in their Applicant Profile (AP) relevant information confirming completion of High School. Job - Specific QualificationNot available. Work ExperienceAt least two (2) years of experience in general office support or related area is required. The minimum years of relevant experience is reduced to zero (0) for candidates who possess a first-level university degree or higher Knowledge of ERP systems such as UMOJA is desirable. One (1) year or more of experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English and Spanish 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).