Team Assistant

The Team Assistant provides a wide range of office support and administrative functions to ensure the smooth functioning of the Human Resources Section at ECLAC in Santiago. The role involves handling correspondence, document preparation, scheduling, data entry, and providing support for meetings and administrative processes.

Responsibilities

• Performs a wide range of office support and administrative functions to help ensure the smooth functioning of the Human Resources Section.
• 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.; assists in verification of receipt and accuracy of requisite documents, approvals, signatures, etc.
• 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, referring inquiries as necessary.
• 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.
• 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, and coordinates shipment arrangements, courier services, etc.
• Performs general administrative tasks including leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, and processing administrative requests/documents.
• Provides support and advice to retirees and their beneficiaries regarding regular procedures and communication with the Pension Fund.
• Provides support and advice to staff requesting authorization to perform outside activities, and keeps records accordingly.
• Keeps records of exceptional approvals regarding Human Resources rules and procedures.
• Issues certificates of employment at the request of staff.
• Receives and reviews requests from staff for Flexible Working Arrangements.
• 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.
• Maintains files (both paper and electronic) and databases for the Section.
• 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.

Requirements

• High school diploma or equivalent is required.
• A minimum of three (3) years of experience in general office support 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 the area of Human Resources is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.
• English and Spanish are required with UN Level II proficiency in English (reading, writing, listening, speaking) and UN Level III proficiency in Spanish (reading, writing, listening, speaking).

Skills

• Office Support
• Administrative Functions
• Document Preparation
• Scheduling
• Data Entry
• Meeting Support
• Human Resources Support
• Data Analytics
• Correspondence Handling
• English Language Proficiency
• Spanish Proficiency

Languages

English, Spanish