Team Assistant, G4
Overview
Performs a wide range of office support, procurement and administrative functions. Responds to routine correspondence and produces various documents and reports.
Key Responsibilities
- Performs a wide range of office support, procurement and administrative functions.
- Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of documents and reports.
- Monitors processes and schedules related to the Unit's outputs, products, tasks, etc.; where applicable, assists in the verification of receipts 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 emails and 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 administrative and logistics support to meetings, boards, committees, conferences, etc.
- 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 using the Umoja (enterprise resource planning (ERP)) system.
- 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 electronic files and databases for work unit.
- Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.
- Performs other duties as assigned.
Required Experience
A minimum of three years of relevant experience in procurement, contract administration, administration or a related field is required. The minimum years of relevant experience is reduced to one year for candidates who possess a first-level university degree or higher. Experience working with Enterprise Resource Planning (ERP) systems such as SAP or similar system, including the procurement process is desirable. Experience in a procurement or commercial office environment is desirable. Experience in general office support or related area is desirable.
Qualifications
High school diploma or equivalent is required.