Team/Office Assistant
Job Description
Under the supervision of the Project Manager and in coordination with the senior general staff, the Team/Office Assistant provides clerical and general administrative support and is responsible for thefollowing key functions:
- Receive and record all incoming and outgoing correspondence and mail, keep track of pending matters, flagging deadlines and bringing urgent and important items to the attention of the supervisor.-Screen phone calls and visitors. Respond to moderately complex information requests and inquiries as necessary, as well as to refer queries to appropriate personnel for handling.-Draft routine correspondence on the basis of instructions and in accordance with standard practices and in compliance with the UNIDO Correspondence Manual.-Maintain the supervisor’s daily schedule of appointments; assist in organizing the logistics for meetings; prepare the necessary background documents and agendas; liaise with counterparts onattendance; assist in the preparation of presentation material; book meeting rooms and take notes at meetings, if required.-Using SAP, when required, make arrangements for travel, prepare travel authorizations, ensuring that visas, security clearances, vaccination certificates, Laissez-Passer etc. are valid and in order.-Assist in completing back-to-office mission reports and claim forms.-Perform general administrative tasks such as ordering office supplies, following up on budget queries, making various reservations as required, placing purchase requisitions, researching for information and reference material, organizing requests for formal editing, translation, layout, graphic design and arranging for printing services as well as the publication of documents, if and when necessary.-Maintain an up-to-date filing system (both hard copy and electronic).-Perform any other related duties as assigned.
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