Team Assistant, G4 at United Nations Interregional Crime and Justice Research Institute

Responsibilities
Within assigned authority, the incumbent will be responsible for administrative assistance in the implementation of projects, and perform the following specific duties:

•  Perform a wide range of office support and administrative functions using the UN Enterprise Resource Planning (ERP) system Umoja.
•  Assist with calculation and preparation of cost estimates of meetings and events regularly organized in the region.
•  Support the preparation of travel authorizations for participants; review travel claims and related documentation for completeness, accuracy, validity and conformity with UN rules and regulations.
•  Assist in preparing documents in French and English related to the organisation of meetings and events.
•  Upon request and following due consultation with direct supervisor, communicate with stakeholders.
•  Make logistical arrangements for countries/organizations’ representatives, National Focal Points, hosting countries/institutions, services’ providers with regards to the meetings and events regularly organized in the region (which may involve travel outside the country);
•  Keep contacts with project partners and hosting institution to assist them with logistical aspects.
•  Liaise with finance and administration at UNDP country offices of the region, UNICRI headquarters in Turin to facilitate the coordination and cooperation, including preparing and following-up requests for organizing events, payment, procurement and travel as well as general assistance.
•  Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
•  Assist with visualizations and updating information material such as web pages or brochures.
•  Perform other work-related duties as assigned.

Competencies

• Professionalism – Has 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• Planning & 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.
• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of three years of relevant working experience in the field of administrative programme/project support, including experience in logistical assistance, is required. The minimum number of years of relevant experience is reduced to one for candidates who possess a first-level university degree or higher.
• Work experience with SAP (UMOJA) or other comparable Enterprise Resource Planning (ERP) systems is desirable.
• Experience in the United Nations Common System or in similar large international organizations is desirable.

Languages

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