TEAM ASSISTANT (50%), DMD/TFPB

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education.

Salary

The salary for this job should be more than 6,672 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting This position is located within the Trade Facilitation and Policy for Business (TFPB) Section of the Division of Market Development. TFPB is a technically focused team whose primary role is to improve the business environment (national and regional) for the benefit of exporters in developing and transition economies. It contributes to enhancing exporters' competitiveness through technical assistance in specific areas, such as trade policy and trade facilitation, which has a direct impact on improving the business environment for exporters.

Responsibilities Under the direct supervision of the Senior Officer and the overall guidance of the Chief, TFPB, the 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 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 preparation of presentation materials using appropriate technology/software. - Assist in the maintenance of websites by scanning, converting and posting a variety of documents onto the site. - 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

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.

Client Orientation - Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education High school diploma or equivalent.

Work Experience A minimum of three years' experience in general office support or related area is required

Previous experience in the United Nations common system is desirable

Experience working with enterprise resource planning (ERP) systems is desirable.

Experience in the administrative coordination of large project portfolios is desirable.

Languages For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.

Special Notice The conditions of service are governed by the United Nations Staff Rules and Regulations. This is a fixed term appointment for an initial period of one (1) year. ITC champions workforce diversity, inclusion, gender equality and gender parity and considers all qualified persons - of all genders - equally, including those with disabilities, without discrimination or prejudice of any kind. ITC also offers attractive flexible work arrangements to help promote a healthy work/life balance and to allow all staff members to express and develop their talents fully. Applicants will be contacted only if they are under serious consideration. This position is subject to local recruitment. For ITC purposes the definition of “local” shall be that at the time of application the applicant is already residing (with the requisite permit) within a radius of 50 kms from the ITC offices on rue Montbrillant, Geneva or within a 1h15min commuting distance by public transport or car. Applicants not meeting this criterion will not be considered. For information on salary and entitlements, please consult the International Civil Service Commission website: http://icsc.un.org

United Nations Considerations In accordance with the United Nations Staff Regulations and Rules, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

Candidates will not be considered for employment with ITC if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on "Manuals" hyper-link on the upper right side of the Inspira account-holder homepage.

The evaluation of applicants will be conducted based on the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances, and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision, or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee ITC does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ITC are fraudulent and should be disregarded.