Team Assistant

The Team Assistant provides a wide range of office support, procurement and administrative functions within the Procurement Division of the Office of Supply Chain Management. The role includes managing correspondence, supporting meetings, maintaining schedules, and assisting with procurement and administrative processes using ERP systems.

Responsibilities

• Performs a wide range of office support, procurement and administrative functions.
• Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of documents and reports.
• Monitors processes and schedules related to the Unit's outputs, products, tasks, etc.; assists in verification of receipts 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 emails and responds to moderately complex information requests and inquiries, referring inquiries to appropriate personnel as necessary.
• Provides administrative and logistics support to meetings, boards, committees, conferences, etc.
• 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.
• Performs data entry and extraction functions using the Umoja (ERP) system.
• Reviews, records, distributes and/or processes mail and other documents; follows up on impending actions.
• Updates and maintains large distribution lists; prepares and distributes various materials, reports, and coordinates printing, translation, shipment arrangements, courier services, etc.
• Performs general administrative tasks including leave and attendance recording, arrangements for meetings and events, reservations, budget follow up, and processing administrative requests/documents such as requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications.
• Maintains electronic files and databases for work unit.
• 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 years of relevant experience in procurement, contract administration, administration or a related field is required.
• The minimum years of relevant experience is reduced to one year for candidates who possess a first-level university degree or higher.
• Experience working with Enterprise Resource Planning (ERP) systems such as SAP or similar system, including the procurement process is desirable.
• Experience in a procurement or commercial office environment is desirable.
• Experience in general office support or related area is desirable.
• English language proficiency at UN Level II for reading, writing, listening and speaking.

Skills

• Procurement Procedures
• Contract Administration
• Office Support
• Enterprise Resource Planning
• SAP
• Procurement Administration
• Schedule Management
• Correspondence Management

Languages

English