UNMIT, Administrative Assistant for CITS/Training Unit, Deadline December 28, 2009.

UNITED NATIONS NATIONS UNIES
United Nations Integrated Mission in Timor-Leste
(UNMIT)

VACANCY ANNOUNCEMENT (L-TL-09-103) Administrative Assistant Advertisement

POST TITLE: Administrative Assistant

GRADE LEVEL: GL-4

SECTION: CITS/Training Unit

LOCATION: Dili

Date of Issue: 14 December 2009

Deadline of Application: 28 December 2009

JOB DESCRIPTION:

The National Administrative Assistant will assist the Information Technology Training Unit staff and CITS General Administration by performing the following duties: Assist and provide clerical support in collecting data and other information required for day to day IT Training Unit activities. Assist with the reproduction of training materials, replenishing of stock and printing of certificates. Assist in preparing the monthly training schedule. Collect employee and supervisor feedback on training adequacy and the training system’s ability to meet training goals and objectives. Provide a customer service to students, attendees, and supervisors regarding classes, seminars, workshops, and special programs offered, class schedules, class cancellations and rescheduling, enrollment procedures, course prerequisites, course waivers, classroom assignments and course locations. Answer incoming calls by phone, email or facsimile; identify/clarify requests, inquiries, needs, and concerns of callers. Provide information on training opportunities, products and services. Register or enroll students and attendees in classes, seminars, workshops, and other training, including entering requisite registration/enrollment information into the Training Database. Confirm student authorization for training. Maintain and update class and classroom schedules and rosters by obtaining and verifying class information; verifying clearance requirements for secured classes; and verifying students meet course prerequisites. Complete registration/enrollment of students and then maintain student enrollment/registration information using the Training Database. Notify students of completed registration, class date, place and time and confirm student registration. Correct student/attendee enrollment, withdrawal, and course completion information; distribute class rosters following distribution procedures; and maintain class rosters in class folders. Receive requests for and distribute/transmit letters/memos waivers, certifications, and site training records; assist in distributing/mailing brochures, flyers, and training materials; follow up to ensure mail outs, faxes, and emails are received. Provide an initial response to incoming calls within one hour and final response to incoming calls within one working day. Ensure current information on training-related issues to include but not limited to classes, seminars, workshops, and other training-related programs are communicated through email and web sites to the customers. Establish and maintain class folders. Prepare/produce final class rosters, certificate lists and certificates of completion. Provide training and qualification records/files for historical reference, and when requested prepare records and files for archiving. Produce various reports regarding courses, classes, students/attendees, customers, as well as other training and registration-related information, by using the Training database. Produce monthly, year-to-date, and on-demand reports on student information. Assist CITS with other administrative issues as requested.

COMPETENCIES:

Professionalism: Good understanding of the functions and organization of the work of the Unit, as well as UN administrative rules and regulations. Teamwork - Excellent interpersonal skills and ability to establish and maintain effective working relations with sensitivity and respect for diversity; Communications - Good interpersonal and oral and written communication skills; Computer skills - Good computer skills, including proficiency in word processing, spreadsheets and databases.

QUALIFICATIONS AND REQUIREMENTS:

Education: Completion of secondary education; supplemental training and certifications in administration is an asset. Experience: A minimum of 4 years of relevant work experience. Languages: Fluency in English and Tetum is required, Portuguese and Bahasa Indonesia desirable.

The applicants must present:

Application letter indicating the VA Number (VA L-TL-08-103); Curriculum Vitae; UN application Form (P.11) available in Main Gate of Obrigado Barracks, UNMIT HQ; Copies of school Certificates as well of any other training related to the requirements of   the position; Baptismal or Birth certificate. Please ensure all relevant work experience is reflected on the P11 form.

Please submit your application only if you meet the qualifications and requirements mentioned above.

The United Nations strongly encourages applications from qualified women candidates.

Application must be submitted to UNMIT Headquarters, Obrigado Barracks (Attention: Local Personnel Section), Or via E-mail to dasilva30@un.org or soaresn@un.org. Deadline: Monday, 28 December 2009