team assistant G-4
unic, manama - qatar
|Team Assistant (Temporary), G4 (Temporary Job Opening)
|Job Code Title:
|Department of Public Information
|29 January 2018 – 12 February 2018
|Job Opening Number:
Org. Setting and Reporting
This position is located in the United Nations Information Centre in Manama (UNIC Manama), within the Information Centres Service (ICS), Strategic Communications Division, Department of Public Information.
The UNIC Manama is the principal source of information about the United Nations system in Bahrain, Qatar, and United Arab Emirates . The information centre is responsible for promoting public understanding and support for the aims and activities of the United Nations by disseminating UN information materials to a local audience in English and Arabic; engaging local and regional partners; and, overall, bringing the United Nations closer to the people it serves.
The incumbent is under the overall supervision of the Director of UNIC Manama.
The position is available initially for a period of six months, with the possibility of extension.
Within limits of delegated authority and depending on location, Team Assistants at this level may be responsible for the following duties:
(1) Performs a wide range of office support and administrative functions. Screens phone calls and visitors; responds 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.
(2) 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 the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
(3) 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.
(4) Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format. Performs data entry and extraction functions. Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
(5) Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc. Maintains files (both paper and electronic) and databases for work unit. Assists in providing software and office equipment support.
(6) 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
(7) Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit. Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
(8) Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.). Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc. Performs other duties as assigned.
PROFESSIONALISM: Knowledge of general office and administrative support including 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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 AND 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.
A high school diploma or equivalent is required.
A minimum of three years of experience in general office support or related area is required. Experience working in Microsoft Word and Microsoft Excel is required. Experience providing administrative support to an office of the United Nations common system or a comparable international organization is desirable. Experience working with on-line Enterprise Resource Planning (ERP) systems such as IMIS, Umoja, Atlas, SAP, or comparable platforms is desirable. Experience with IPSAS or comparable accounting standards, as well as the result-based budgeting concept is desirable. Experience working with on-line talent management and/or performance management systems such as Inspira, e- Recruit or comparable systems is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and Arabic is required. Knowledge of another official United Nations language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.