TEAM ASSISTANT – GL-4

DATE OF ISSUANCE:                           09 June 2014

DEADLINE FOR APPLICATION:       23 June 2014

DUTY STATION               :                      Kinshasa

JOB OPENING:                                        MONUSCO/04/HR/2014                          

  United Nations Cores Values: Integrity, Professionalism, Respect for Diversity

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Responsibilities: Within limits of delegated authority and depending on location, Team Assistants at this level may be responsible for the following duties:    (These duties are generic, and may not be performed by all Team Assistants.) 

• Provides general office support services to help ensure the smooth functioning of an organizational unit.\
• Reads incoming correspondences, often of a highly confidential nature, and brings the most urgent correspondence to the attention of the Section Chief.
• Distributes copies to relevant staff for their information or clearance action
• Coordinates and schedules meetings with other sections of the Mission in addition to dealing with correspondence. This involves bringing to the attention current developments and events that may affect the organization of work in the Office.
• Maintains up-to-date the agenda of the Section chief for upcoming meetings
• Prepares relevant meetings minutes and documentation including establishing archiving system for filing all UN/Mission’s official documents, confidential reports, talking points and briefing notes etc.
• Makes official travel arrangements for the staff in the Office, maintains attendance records, and requisitions supplies for the unit.
• Prepares and monitors timely attendances and leave reports for the DDR RR Unit.
• Updates and maintains large distribution lists; assemble documents, reports and other materials for global dissemination, where possible using electronic formats; coordinates courier services.
• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Receives phone call and visitors, and responds to routine inquiries and information requests, including drafting routine written responses, or routes to appropriate personnel for handling as required
• Operates and maintains a variety of office equipment in the performance of basic office functions, e.g. photocopier, facsimile, printer, scanner, etc
• Delivers urgent mail/messages.
• Performs other duties as assigned. 

Competencies: 

• Professionalism –Knowledge of general office and administrative support.  Knowledge of administrative policies, processes and procedures.  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.
• Communication:  Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
• 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.
• Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Qualifications: 

Education:    High school diploma or equivalent.

Experience:     At least 3 to 4 years work experience in general office support or related area.

Language:       Fluency in oral and written English and French is required. Knowledge of another official United Nations language is an advantage. .

Other:           Valid driving license is an asset.

HOW TO APPLY

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.