Team Administrative Assistant

Position Description
**Purpose of the Position**
The purpose of the position is to provide high-quality administrative support services to the respective Chief of Division and to the team as a whole, to ensure that routine services and activities within the administrative domain are properly implemented.
**Objectives of the Programme**
The objective of the Centre is to provide trusted ICT services and digital business solutions to its Clients and Partner Organizations.
**Main duties and responsibilities**:
The incumbent will work under the direct supervision and guidance of the respective Chief of Division and in close collaboration with the teams within the Division.
The incumbent could be requested to do any other tasks of similar level in related fields.
Within delegated authority, under guidance and in close collaboration with relevant team members, the incumbent will perform the following duties and responsibilities:
**Administrative and logístical support to the Chief of Division**:
- Perform designated office support and administrative functions, including assisting in providing organizational, coordination, logístical and administrative support
- Track and report on key division wide indicators.
Monitor, processes and schedule related outputs, products, tasks, etc
- In close collaboration with relevant team members, generate a variety of standard statistical and other reports, work orders, using various databases; Draft minutes of meetings if required.
- Respond to information requests and basic inquiries (e.g.
answers requests requiring file search), and as necessary, refer inquiries to appropriate personnel for handling
- Update and maintain calendars, large distribution lists; shared electronic files and databases; monitor, prepare and distribute various materials, reports, where possible using electronic formats
- Assist in the preparation of meetings, workshops, etc.
and presentation materials using appropriate technology/software
**Administrative support to the Brindisi office**:
- Participate in the resolution of office management related queries in Brindisi: manage office supplies requests, be the point of contact with service providers, manage office space allocation, coordinate maintenance work request, etc.
- Provide support in requesting equipment, phone device and building access request for new staff and other personnel
- Assist staff/guests visiting offices for meetings or other official business; Arrange UNICC Brindisi meetings and assist in booking conference rooms; Assist for office events
- Under guidance, assist staff members based in Brindisi in processing their travels
- Raise purchase requisitions for services and/or goods; Assist on finance and procurement related issues, as required for the Brindisi office
**General administrative support to the Division**:
- Report on administrative process performance and propose opportunities for improvements
- Under guidance, assist the whole division in its administrative processes and its correct implementation across all teams
- Collaborate with other administrative staff on shared initiatives, and contribute to streamlining administrative procedures and documents across UNICC by liaising with the other divisions and with Directorate
**Other**:
- Provide other ad hoc support either within the team or in other teams as required - this includes the participation in special projects or administrative support to service delivery for short period of time on a part-time or full-time basis upon request from the senior management
Recruitment Profile
**Experience and Skills required**:
**Essential**:
- A minimum of two (2) years of administrative experience, including direct work experience providing administrative/secretarial support to senior management in an international setting.
A completed university degree from an accredited institution will be counted towards minimum work experience requirements.
- Good knowledge and experience in drafting and editing of official correspondence
- Experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, Visio etc.
)
- Ability to work in a deadline-oriented and high-pressured environment
- Proven record of demonstrating initiative and good organizational skills
**Desirable**:
- Understanding of basic financial concepts
**Education**:
**Essential**:
- Completion of secondary school diploma
**Languages**:
- **English**: Expert knowledge is required
- Knowledge of the local language of the Duty Station is an advantage
**Global Competencies**:
- **Teamwork**:Develops and promotes effective relationships with colleagues and team members.
Deals constructively with conflicts.
- **Communicating**:Expresses oneself clearly in conversations and interactions with others; listens actively.
Produces effective written communications.
Ensures that information is shared.
- **Respecting and promoting individual and cultural differences**:Demonstrates the abil