UNMIT, Administrative Assistant, Deadline May 05, 2010.

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

VACANCY ANNOUNCEMENT (L-TL-10-012) Administrative Assistant Advertisement

POST TITLE: Administrative Assistant

GRADE LEVEL: GL-4

SECTION: Engineering Section

LOCATION: Dili                              

Date of Issue: 21/04/2010

Deadline of Application: 05/05/2010

JOB DESCRIPTION:

Performs a wide range of office support and administrative functions; 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; 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 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; Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc; 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 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; Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions; 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; 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.); Maintains files (both paper and electronic) and databases for work unit; Assists in providing software and office equipment support; Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc; Performs other duties as assigned.

 

COMPETENCIES:

Professionalism: Punctuality, ability to work efficiently and effectively, ability to manage process and maintain accurate records on budget, procurement, finance and personnel; critical thinking skills; ability to handle appropriately confidential and sensitive information. Communication: Good interpersonal and oral and written communications skills. Teamwork: Good interpersonal skills; demonstrated ability to establish and maintain effective working relations as a team member, in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Planning and organizing - Ability to prioritize work and assignments, meet deadlines and sometimes work under pressure of multiple deadlines. Commitment to Continuous Learning: Ability and willingness to constantly improve administrative skills and adopt technical innovations; monitor own work, good documentary and terminological preparation for meetings. Computer skills – Good computer skills, including proficiency in Word and Excel.

QUALIFICATIONS AND REQUIREMENTS:

EDUCATION: High school or equivalent diploma is required. EXPERIENCE: Minimum of four (4) years relevant working experience as an administrative assistant preferred; Familiarity with UN rules, regulations, administrative instructions and other related documents is desired. LANGUAGES: Candidate with good knowledge of speaking and writing in English Language and working with MS Office is preferable.

The applicants must present:

Application letter indicating the VA Number (VA L-TL-10-012); curriculum vitae; UN application Form (P.11) available in Main Gate of Obrigado Barracks, UNMIT HQ; copies of school and university certificates as well of any other training related to the requirements of   the position; baptismal or birth certificate.

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: Wednesday, 05 May 2010