Team Assistant

The Team Assistant provides general office support services to ensure smooth functioning of the Division of Production, Productivity and Management, supporting the Productive Territorial Development and Governance Unit and the PCI Platform. Responsibilities include managing correspondence, schedules, files, data entry, administrative duties, and supporting dissemination of information related to the PCI platform.

Responsibilities

• Provides general office support services to help ensure the smooth functioning of the Division especially regarding the management and dissemination of the PCI Platform.
• Uses standard word processing package to produce a variety of routine correspondence, reports, information notes, newsletters, tables, charts, graphs, etc., in accordance with institutional standards.
• Proofreads written products for completeness and grammatical and typographical accuracy.
• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Reviews, records, routes and/or processes mail or other documents; gathers pertinent background material; tracks and monitors follow-up action as required.
• Receives phone calls and visitors, and responds to routine inquiries and information requests, including drafting routine written responses, or routes to appropriate personnel for handling as required.
• Maintains files (both paper and electronic) and databases for work unit.
• Updates and maintains large distribution lists; assembles documents, reports and other materials for global dissemination, where possible using electronic formats; coordinates courier services.
• Performs basic data entry and extraction functions, with special attention for updating and refining the information contained in the PCI Platform registration forms.
• Supports the dissemination of newsletters, informative notes, flyers, videos and other information related to the PCI platform.
• Checks accuracy of simple calculations, codings, data, etc.
• Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g. travel requests, expense claims, vouchers, visa applications, etc.).
• Photocopies a variety of documents and other materials.
• Delivers urgent mail/messages.
• 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, metrics to estimate interactions among members of the PCI Platform.
• Assists with visualizations and updating information material such as web pages, event flyers or brochures.
• Performs other duties as assigned.

Requirements

• High school diploma or equivalent is required.
• At least two (2) years of experience in general office support or related area is required.
• The minimum years of relevant experience is reduced to zero (0) for candidates who possess a first-level university degree or higher.
• Experience in managing communication strategies for business programs and projects is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.
• English and Spanish language proficiency at UN Level II (English) and UN Level III (Spanish) in reading, writing, listening, and speaking.

Skills

• Office Support
• Communication Strategy Management
• Data Analytics
• Correspondence Management
• Schedule Management
• File Management
• Data Entry
• Administrative Support
• Information Dissemination

Languages

English, Spanish