TEAM ASSISTANT, G3
This job is no longer accepting applications.
Org. Setting and Reporting
This position is located in the United Nations Information Centre (UNIC) in Port of Spain, which serves the English and Dutch-speaking Caribbean, within the Information Centres Service (ICS), Strategic Communications Division (SCD), Department of Global Communications (DGC).
The UNIC Port of Spain, part of the global network of United Nations information centres, is the principal source of information about the United Nations system in Antigua and Barbuda, Aruba, The Bahamas, Barbados, Belize, Curaçao, Dominica, Grenada, Guyana, Jamaica, Saint Kitts and Nevis, Saint Lucia, Saint Vincent and the Grenadines, Sint Maarten, Suriname, Trinidad and Tobago and the Kingdom of the Netherlands Overseas Territories (Bonaire, Saba and Sint Eustatius). UNICs are responsible for promoting public understanding and support for the aims and activities of the United Nations by disseminating UN information materials to local audiences; engaging local and regional partners; and, overall, bringing the United Nations closer to the people it serves.
The incumbent is under the direct supervision of the National Information Officer and the overall supervision of the Director of UNIC Port-of-Spain.
Within limits of delegated authority, the incumbent may be responsible for the following duties:
• Operate and maintain office equipment, audio and video production equipment, computers, and internet infrastructure. Troubleshoot and liaise with service providers to support efficient equipment operation.
• Assist in maintenance of all central office files and databases, including material, equipment and stationery inventory records, administrative and programme files (both paper and electronic), and contact databases.
• Support administrative and clerical processes, including preparation and processing of administrative documents (e.g. expense claims, visa applications and official government documentation) as required.
• Process mail and documents received at the Centre from all sources, including official UN pouch services: accept delivery of, and collect, record, route, track and maintain official documentation on, all mail and other official material received by the Centre.
• Proofread written products for completeness and grammatical and typographical accuracy.
• Respond to routine inquires and information requests received by phone, email, and visits to the UNIC premises, and via its online platforms, including drafting routine written responses or routing such requests to appropriate personnel for handling.
• Maintain calendars/schedules and other office planning tools to assist administrative, logistics, and outreach planning, and communicate adjustments to all affected staff.
• Assist design, publication and distribution of all UNIC material, including creation of text and graphic material, maintenance of distribution lists and document inventory databases, distribution of digital material, and coordination of courier services for delivery of printed material.
• Provide photography and videography for Centre events, campaigns and other activities; assist technical production of live and recorded events, (virtual and on site); upload text and graphic material to UNIC web site and UN Caribbean regional portal.
• Drive UNIC Director, visiting senior UN officials, and other UNIC staff to and from official functions, events and activities.
• Transport, collect and deliver packages, documents and other official material as required, including collection of UN pouches from the airport or other pick-up points.
• Provide day-to-day maintenance of assigned vehicle and liaise with service providers, as required; log official trips, daily mileage, fuel consumption, and other services.
• Perform other duties as assigned.
PROFESSIONALISM: Knowledge of general office and administrative support. Knowledge of driving rules and regulations. 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; remans calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
TEAMWORK: Works collaboratively with colleagues to achieve organisational 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 decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
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.
A high school diploma or equivalent is required.
A minimum of two years of progressively responsible experience in general office support or related areas is required.
Experienced driver holding a valid driver’s license and a safe driving record is required.
Experience with CMS software is desirable.
Experience in the United Nations Common System or similar international organisations is desirable.
Experience working with an ERP system is desirable.
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.
Evaluation of qualified candidates may include an assessment exercise, which may be followed by a competency-based interview.
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.
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
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.
This job ad was originally posted on Caribejob Trinidad and Tobago — the #1 place to find the job of your dreams in Trinidad and Tobago.
Your application has been successfully submitted.
Every day the UN works to tackle global challenges and deliver results for those most in need.