Team Assistant

Descrizione del lavoro:

Org. Setting and Reporting
This position is located in the Centralized Management Unit (CMU) of the United Nations Interregional Crime and Justice Research Institute (UNICRI) in Turin (Italy). The incumbent will work under the overall supervision of the Chief, Centralized Management Unit, and under the functional supervision of the Administrative Assistant (HR). For more information on UNICRI, please visit the website: www.unicri.it

Responsibilities
Within assigned authority, the Team Assistant shall be responsible for the following specific duties: - Provide a wide range of general office and administrative support services. - Generate a variety of standard statistical and other reports, work orders, etc., using various databases, and check and analyse various invoices, verify the amounts to charge against different projects and prepare various requests for payment of general purpose (GP) invoices. - Verify office supplies, and initiate actions for replenishment and orderings from the joint Turin UN Campus warehouse as well as external local sources, providers, and counterparts, as applicable. - Act as UNICRI low-value purchasing focal point, conduct market research and bidder reviews and prepare low-value purchase orders in the UN's own SAP system, UMOJA. - Review, record, distribute and/or process mail and other documents; follow-up on impending actions. - Update and maintain large distribution lists; monitor, prepare and distribute various materials, reports, where possible using electronic formats; handle arrangements for printing and translation as necessary; coordinate shipment arrangements, courier services, etc. - Create service entry sheets in the Enterprise Resources Planning (ERP) system for payment to external service providers. - Provide secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc. - Research, compile and organize information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc. - Maintain files (both paper and electronic) and databases for work unit. - Under the functional supervision of the Administrative Assistant (HR), coordinate, process and follow-up on all actions related to the UNICRI Internship programme, including clearance of TORs; maintain vacancy announcement files and keep track of status of vacancy announcements; ensure correct onboarding of interns and prepare relevant documentation. - Under the functional supervision of the Administrative Assistant (HR), handle further HR specific duties, such as providing assistance in the registration, verification and updating of information in the business partner module of UMOJA. - 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 tasks as required.

Competencies
Professionalism: Has knowledge of general office and administrative support including administrative policies, processes and procedures. Has the ability to perform analysis, modelling and interpretation of data in support of decision-making. Shows pride in work and 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 complex 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 work areas. 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. Planning & 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 is required.

Job - Specific Qualification
Not available.

Work Experience
A minimum of three (3) years of working experience in general office support, or administration, or related area is required. The minimum years of relevant experience is reduced to one (1) for candidates who possess a first-level university degree or higher. Work experience in the context of supporting projects and programs delivery and implementation, through collecting and analysing data, is desirable. Work experience in supporting human resources functions, such as recruitment administration, onboarding processes, or internship facilitation is desirable. Work experience in handling basic financial processes, including invoice verification, and reconciling payment amounts, is desirable. Work experience in procurement support, including market research, and preparation of purchase orders in an ERP system, is desirable. Work experience using an ERP system, such as UMOJA, is desirable. Work experience within the United Nations or similar international organizations is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Italian is desirable. 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).

Required Languages

* Language
* Reading
* Writing
* Listening
* Speaking

English
UN Level III
UN Level III
UN Level III
UN Level III

Desirable Languages

* Language
* Reading
* Writing
* Listening
* Speaking

Italian
UN Level III
UN Level III
UN Level III
UN Level III

Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice
This position is funded from extra budgetary resources. Filling of this position is subject to funding availability, and the initial appointment will be for a period of one year and will be limited to UNICRI. Extension of the appointment is subject to extension of the mandate and/or the availability of funds.  This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, staff are expected to move periodically to new functions in their career in accordance with established rules and procedures. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP

United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term "sexual exploitation" means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term "sexual abuse" means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term "sexual harassment" means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator's working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on "Manuals" in the "Help" tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS