Team Assistant, G4

Overview

Org. Setting and Reporting:
This position is located in the UN Human Rights Training and Documentation Centre for South-West Asia and Arab Region (UNTDC/The Centre), part of the Office of High Commissioner for Human Rights (OHCHR), based in Doha, Qatar.

The Team Assistant works under the general supervision of the Head of the Centre and the direct supervision of the Administrative Associate. The role collaborates with all staff in the Centre, OHCHR, other UN staff, stakeholders and partners to ensure consistent service delivery.

• Performs a wide range of office support and administrative functions.
• Responds to 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 to 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 hardware as well as office equipment support and acquisition.
• Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.
• Assists 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.
• Supports in developing, publishing and monitoring content on the Centre’s digital platforms (social media and website), newsletters and promotional collateral in Arabic.
• Assists with visualizations and updating information material such as web pages or brochures by utilizing graphic design software and video editing software (such as Canva) to produce visually compelling, multi‑media content such as brochures, flyers, infographics, training and events communication materials, newsletters, social media posts and videos.
• Assists in asset management including entering assets and asset transactions into the automated inventory management system in accordance with established procedure.
• Undertakes routine…