Team Assistant - United Nations Technology Bank (Ref: 21-Administration-TBLDC-158819-R- (X))
|Birleşmiş Milletler Teknoloji Bankası||Kocaeli|
|Team Assistant||Uluslararası Organizasyonlar|
|İngilizce (C2, Level 6, Advanced)|
Team Assistant, G4
Job Code Title:
Technology Bank for the Least Developed Countries
01 July 2021 - 29 July 2021
Job Opening Number:
In order to apply for this vacancy, please visit:
Org. Setting and Reporting
The United Nations General Assembly Resolution No.71/251 established the Technology Bank for the Least Developed Countries and adopted its Charter on 23 December 2016.
The objectives of the Technology Bank include strengthening the science, technology and innovation capacity of least developed countries; and promoting the development and implementation of national and regional science, technology and innovation strategies.
This position is located in the Technology Bank for the LDCs based in Gebze, Turkey. The Team Assistant reports to the Head of Administrative and Finance Unit of the Technology Bank. For more information, please see https://www.un.org/technologybank/.
Within delegated authority the Team Assistant will be responsible for the following duties:
•Performs a wide range of office support and administrative functions.
•Drafting official letters/Note Verbale/Interoffice Memo and responses to official incoming letters to routine official correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Keeping track of and archiving official correspondence as soft & hard copy; assign reference numbers for official correspondence.
•Monitors, processes and schedules related 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.
•Supports procurement activities including obtaining quotes from vendors.
•Proofreads/edits documents/texts in terms of accuracy, grammar, punctuation, 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/regular update of the UN Technology Bank’s website 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 of the UN Technology Bank, staff and Managing Director, monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Registry of all events that UN Technology Bank attends on the UN Technology Bank calendar to establish an organizational memory for all staff.
•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.
•Keeps/regular updates of inventory for stationery materials, visibility materials and TBLDC’s fixtures.
•Assist personnel in settling in Gebze and TBLDC office including but not limited to assistance for initial hotel reservation; search for a house, purchase of sim card/telephone, registry with the shuttle service, registry with electricity, natural gas, water etc.
• Archiving budgetary, administrative and HR files as soft and hard copy.
• Archiving official agreements of the UN Technology Bank as soft and hard copy.
• Maintenance of SharePoint, i.e. creation of file classification scheme and migration plan and make sure staff abide by this scheme and plan; report any problems that might encounter on the Sharepoint.
• supports the vehicle arrangement for users, ensuring logbook is maintained, and arranges vehicle maintenance and inspection done in timely manner.
• Act as an interpreter and translate documents if need be.
•Performs other duties as assigned.
Work implies frequent interaction with the following:
Staff within work unit. Staff/clients in the department. Human resource, administrative, budget and accounting staff in missions and Headquarters, support services and conference services staff.
Results Expected: Independently applies extensive administrative knowledge and experience across a wide range of human resources, work programming/planning, budget/financial management, and administrative tasks of the Technology Bank.
•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.
•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.
High school diploma or equivalent is required.
A minimum of four years of experience in general office support or related area is required.
Experience with Enterprise Resource Planning (ERP) systems is desirable.
Experience working with conferencing and online meeting tools such as Microsoft Teams, Zoom, etc. is desirable.
2 years of experience working in the front office of a senior official, ideally in a UN setting is desirable.
Prior experience working as part of an administrative team will be advantageous.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Fluency in oral and written Turkish is desirable. 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.
Appointment to this post is limited to service within the UN-TBLDC. TBLDC is an independent UN entity to the UN Secretariat; candidates been recommended through this Job Opening will not be rostered by UN Secretariat.
Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
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, sexual abuse, or sexual harassment, 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. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
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.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
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.