UN Job Vacancy in Italy, Brindisi

Position: Team Assistant at United Nations Department of Operational Support

Responsibilities

The Team Assistant will do the following tasks

• Performs a wide range of office support and administrative functions.
• Monitors change and communicate relevant information to appropriate staff inside and outside the immediate work unit.
• Receives incoming pouches, incoming mail, express mail, and parcels; verifies airlines and courier documents and collects all incoming registered mail from Post Office and tracks the distribution of all mail, as well as pouch service;
• 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 to 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; response 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.
• 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 as well as performs data entry and extraction functions.

   Also,

• 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; also 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 work unit as well as performs other duties as assigned.

Requirements

The ideal candidate will have the following requirements

• High School Diploma. In addition to that, a minimum of three years of relevant experience in general office support, administration, or related area is required.
• Experience utilizing office Software (Word Processors, Spreadsheets, Presentations, etc.), as well as experience in handling diplomatic pouch, is desirable.
• Similarly, experience in handling mail is desirable and also in handling postal and courier services is desirable.
• For the post advertised, fluency in oral and written English. Furthermore, knowledge of another official United Nations language is desirable.

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