UNODC: Team Assistant Job Vacancy 2019
Posting Title: Team Assistant, G4
Job Code Title: TEAM ASSISTANT
Department/Office: United Nations Office on Drugs and Crime
Duty Station: KAMPALA
Posting Period: 26 August 2019 – 01 September 2019
Job Opening Number: 19-Administration-UNODC-121750-R-Kampala (O)
Staffing Exercise N/A
Org. Setting and Reporting
The position is located in the UNODC Programme Office in Uganda (POUGA) with duty station in Kampala, within the Regional Office for Eastern Africa (ROEA), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the general guidance of the ROEA Representative, and the direct supervision of the Crime Prevention and Criminal Justice Officer (Violent Extremism in Prisons) and in close cooperation with the National Project Officer in POUGA as well as colleagues in the Justice Section (JS) of UNODC headquarters.
For more information on UNODC, please visit our website: www.unodc.org.
Responsibilities
The Team Assistant will provide administrative and office support in the implementation of activities related to prison reform, namely the joint global initiative on Supporting the management of violent extremist prisoners and the prevention of radicalization to violence in prisons. This technical assistance will be delivered within the framework of UNODC Global Programme on Addressing Global Prison Challenges (GLOZ85). Within assigned authority, the incumbent will be responsible for the following duties:
•Perform a wide range of office support and administrative functions.
•Respond or draft responses to routine correspondence and other communications; use standard word processing package to produce a wide variety of large, complex documents and reports.
•Monitor processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
•Research, compile and organize information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
•Generate a variety of standard statistical and other reports, work orders, etc., using various databases.
•Proofread documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
•Screen phone calls and visitors; respond 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.
•Provide secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
•Assist in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
•Assist in the preparation of presentation materials using appropriate technology/software.
•Maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
•Perform data entry and extraction functions.
•Review, record, distribute and/or process mail and other documents; follow-up on impending actions.
•Update and maintain large distribution lists; monitor, prepare and distribute various materials, reports, where possible using electronic formats; handle arrangement for printing and translation as necessary; coordinate shipment arrangements, courier services, etc.
•Perform general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), prepare and/or process administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
•Maintain files (both paper and electronic) and databases for work unit.
•Assist in providing software and office equipment support.
•Provide guidance to less experienced staff on general office processes and procedures, computer applications, etc.
•Perform other work-related duties as assigned.
Competencies
Professionalism: Has knowledge of general office and administrative support including administrative policies, processes and procedures. Has knowledge of general processes and procedures related to programme/project administration and implementation. Has ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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 & 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.
Education
High school diploma or equivalent.
Work Experience
A minimum of three years of experience in general office support, administration or related area is required.
Experience with programme or project administration, technical cooperation or related area is highly desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another United Nations official language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.