TEAM ASSISTANT (TJO)

Org. Setting and ReportingThis position is located within the Joint Human Rights Service (HRS) of the United Nations Integrated Office (BINUH) and the Office of the High Commissioner for Human Rights (OHCHR), Port-au-Prince, Haiti. The Administrative Assistant reports to the head of Human Rights Service or the Finance and Administrative Officer. ResponsibilitiesWithin limits of delegated authority and depending on location, Team Assistants 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.). • Provide chauffeur services. Operate with minimal supervision; independently provide timely support to a senior officer and/or manager regarding the development of transport movements and well-formulated support plans. • Maintains files (both paper and electronic) and databases for work unit. • Make minor purchases and collect urgent items from local suppliers as requested. • 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 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. 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. • COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • 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. EducationHigh school diploma or equivalent. Job - Specific QualificationNot available. Work ExperienceA minimum of three (3) years of progressively responsible experience in the field in administrative services, finance, accounting, audit, 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. Experience in using computers and office software (MS Word, Excel, etc.) is desirable. Experience as a driver with a safe driving record is desirable. Experience working with and implementing administrative regulations of the UN or similar international organizations is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, French is required. Creole Haiti is required. English is desirable. 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).