Job Opening

Posting Title: Team Assistant, G3 (Temporary Job Opening)
Job Code Title: TEAM ASSISTANT
Department/Office: Economic and Social Commission for Asia and the Pacific
Duty Station: BANGKOK
Posting Period: 01 February 2021 - 21 February 2021
Job Opening Number: 21-Administration-ESCAP-149178-J-Bangkok (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote sustainable and inclusive development and regional connectivity in the Asian and Pacific region. ESCAP’s role as a regional development arm of the United Nations Secretariat is to support its membership with policy oriented research and analysis, normative support and technical assistance and capacity building, to respond to the development priorities and changing needs of the Asian and Pacific region.

This position is located in the Procurement Unit, in the Division of Administration. The incumbent reports to the Chief, Procurement Officer (CPO).

Responsibilities

Under the direct supervision of the Chief, Procurement Officer, and overall supervision of the Director of Administration, the incumbent is required to perform the following functions:

•Provides general office support services to help ensure the smooth functioning of an organizational unit.
•Uses standard Microsoft word processing package to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards. This includes but is not limited to excel spreadsheets, Power Point Presentations, Word documents. PDF editor.
•Proofreads written products for completeness and grammatical and typographical accuracy.
•Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
•Reviews, records, routes and/or processes mail or other documents; gathers pertinent background material; tracks and monitors follow-up action as required.
•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.
•Maintains files (both paper and electronic) and databases for work unit including handling large files and filing rooms and organization of boxes in procurement cabinets and/or coordinates with off-site storage.
•Updates and maintains large distribution lists; assemble documents, reports and other materials for global dissemination, where possible using electronic formats; coordinates courier services.
•Performs basic data entry and extraction functions including managing, editing and populating information in different systematic tracking/status tools.
•Checks accuracy of simple calculations, codings, data, etc.
•Performs a variety of administrative duties (e.g. leave recording, meeting organization, liaising with UNDSS to facilitate entrance of vendors and other resource persons to ESCAP premises in support of the Unit, assists in escorting personnel in and out of ESCAP premises, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g. travel requests, expense claims, vouchers, visa applications, etc.). Performs activities in ERP system in accordance with instruction by the CPO.
•Photocopies a variety of documents and other materials.
•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.
•Supports the unit in the mobilization to and from swing space, assists in the preparation and coordination with multiple stakeholders, namely the moving company, the ESCAP project team and the Procurement Unit in easing the transition to and from swing space.
•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

Education

High school diploma or equivalent is required.

Relevant first-level university degree may be accepted in lieu of two years of required experience.

Work Experience

A minimum of two years of progressively responsible experience in general office support or related area is required. No experience is required for candidates who graduated with a bachelor’s degree.
Experience in the United Nations Common System or international organizations is desirable.
Experience working with an ERP system is desirable
Experience working with Excel, PowerPoint, Word and PDF editor is desirable
Experience in managing, editing and populating information in different systematic tracking/status tools is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage

Assessment

Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods

Special Notice

Appointment against this post is on a local basis; candidates shall be recruited in the country or within commuting distance of the ESCAP office, irrespective of nationality and length of time the candidate may have been in the country. If no suitable local candidate is identified, candidates located elsewhere may be considered. The candidate is responsible for any expenses incurred in taking the relevant examinations at the duty station, and of any costs related to traveling and relocating to the duty station in the event of an employment offer.

This is a temporary position and will be available until 31 December 2021. If selected, an internal candidate will be on temporary assignment to the post; an external candidate will initially be offered a temporary appointment. Any extension of appointment is subject to satisfactory performance and continued availability of the post.

Must have passed the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.

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.

No Fee

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.

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