Team Assistant - G4

Org. Setting and Reporting This post is located within the Office of the High Commissioner for Human Rights (OHCHR), Regional Office for the Middle East and North Africa, Beirut, Lebanon. The Team assistant reports directly to the Project Coordinator and will be under the overall supervision of the Regional Representative of OHCHR. Responsibilities 1- Drafts or assists in drafting responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of documents and reports as requested. Proofreads documents and edits texts for adherence to established standards for format;2- Screens phone calls and visitors; responds to routine requests and inquiries, and as necessary, refers inquiries to appropriate personnel for handling;3- Reviews, records, and processes mail and other documents; follows up on impending actions;4- Participates in office processes, tasks and outputs, including leave and attendance records, calendar/schedules; monitors changes and communicates relevant information as appropriate; researches, compiles and organizes information from various sources for reports, work plans, studies, briefings, meetings/conferences, and other activities;5- Provides secretarial, administrative and logistics assistance and support to meetings, conferences and other office activities including travel requests, visa applications, flight and hotel reservations, and conference facilities; assists in the requisition of these and other services, purchase orders and verification of receipts and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements;6- Assists in the preparation of presentation materials using appropriate technology/software;7- Performs data entry and extraction functions and maintains paper and electronic files and databases and supports colleagues in organizing office information;8- Updates and maintains 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 and related tasks;9- Assists in providing software and office equipment support; and10- Performs other duties as assigned. Competencies PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures and demonstrates professional competence; 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. 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.