Team Assistant

Org. Setting and ReportingThis position is located in the Regional Office for the Andean Region and the Southern Cone (ROCOL), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC), duty station in Bogota, Colombia. The incumbent will work under the overall guidance of the ROCOL Deputy Representative and direct supervision of the Programme Officer (Illicit Finances and Organized Crime). For more information on UNODC, please visit www.unodc.org ResponsibilitiesWithin limits of delegated authority, the incumbent will be responsible for the following specific duties: • Provide general administrative support services to ensure the smooth running of the corruption and economic crimes unit. • Process the acquisition of goods and/or services through Low value acquisitioner (LVA) processes following the rules and procedures of the UNODC procurement manual. • Manage requests for the procurement of goods and services with the Procurement Unit, according to the needs of each project, and monitor these requests to ensure compliance with requirements and established deadlines. • Process the service entry sheets in the UMOJA system, ensuring the documentation required to make payment to the supplier within the timeframes established by UNODC. • Review supporting documentation for supplier payments that must be authorized within the framework of projects, ensuring compliance with the requirements according to the Organization's rules and procedures. • Perform a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests/documents (e.g. travel requests, expense claims, vouchers, visa applications, etc.). • Use standard word processing package to produce a variety of routine correspondence, reports, tables, charts, graphs, etc., in accordance with institutional standards. • Review, record, route and/or process mail or other documents; gather pertinent background material; track and monitor follow-up action as required. • Receive phone call and visitors, and respond to routine inquiries and information requests, including drafting routine written responses, or routes to appropriate personnel for handling as required. • Maintain files (both paper and electronic) and databases for work unit. • Operate and maintain a variety of office equipment in the performance of basic office functions, e.g. photocopier, facsimile, printer, scanner, etc. • 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. • Perform other work-related duties as assigned CompetenciesProfessionalism: Knowledge of general office and administrative support. 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; 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. Able to perform analysis, modeling and interpretation of data in support of decision-making. Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceAt least two (2) years of work experience in support and assistance in administrative areas is required. The minimum years of relevant work experience is reduced to zero (0) for candidates who possess a first-level university degree or higher. Work experience in general office support or related area is desirable. At least one (1) year of work experience in data analytics or related area is desirable. Work experience in the UN Common System and/or a similar International Organization is desirable. Experience working with a Systems, Application and Products (SAP) system or an Enterprise Resource Planning (ERP) system is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Spanish is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).