Team Assistant

3 days ago

Manama, Bahrain United Nations Full time

This position is located in the United Nations Information Centre in Manama (UNIC Manama), within the Information Centres Service (ICS), Campaigns and Country Operations Division, Department of Global Communications. The UNIC Manama is the principal source of information about the United Nations system in Bahrain, Qatar, and United Arab Emirates. The information centre is responsible for promoting public understanding and support for the aims and activities of the United Nations by disseminating UN information materials to a local audience in English and Arabic; 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 Manama.

**Responsibilities**:
Within limits of delegated authority and depending on location, Team Assistants at this level may be responsible for the following duties:

- Performs a wide range of office support and administrative functions. 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.
- Responds 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 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. Performs data entry and extraction functions. 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.
- Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc. Maintains files (both paper and electronic) and databases for work unit. Assists in providing software and office equipment support.
- 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. Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
- Support in content creation for UN websites and social media accounts.
- Support in monitoring and moderating UN social media accounts and in implementing social media campaigns.
- Support in disseminating content to targeted audiences, including media.
- Support in monitoring news and editorial outlets for content.
- Support in the organization of events and meetings.
- Performs other duties as assigned.

Competencies
- 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.
- PLANNING AND 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.

Education
High school diploma or equivalent.

Work Experience
A minimum of three years of experience in general office support or related area is required.

Experience in working with Microsoft Word and Microsoft Excel is required.

Experience providing administrative support to an office of the United Nations common system or a comparable international organization is desirable.

Experience working with on-line Enterprise Resource Planning (ERP) systems such as Umoja, Atlas, SAP, or
comparable platforms is desirable.

Experience with IPSAS or com

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