Office Assistant(m/w/x)

Description

You will drive office efficiency by managing complex administrative workflows, from handling financial documentation in SAP to coordinating high-level correspondence and event logistics for the team.

Requirements

• •Higher secondary education or equivalent
• •Desirable administrative, secretarial, or clerical training
• •Five years experience supporting professional staff
• •Experience in office procedures and practices
• •Proficiency in Microsoft Office and internet
• •Desirable experience with SAP or ERP
• •Fluency in written and spoken English
• •Desirable knowledge of official UN language
• •Integrity, honesty, openness, and impartiality
• •Professionalism, commitment, and responsibility
• •Respect for diversity and inclusive teamwork
• •Emotional intelligence and receptiveness
• •Accountability for results and performance standards
• •Effective communication and trust building
• •Innovation and continuous improvement mindset
• •Commitment to UNIDO values and standards

Tasks

• •Screen mail and draft non-technical replies
• •Provide background information for supervisors
• •Track pending matters and follow up on deadlines
• •Screen phone calls and visitors
• •Respond to complex information requests
• •Refer queries to appropriate personnel
• •Draft routine and non-routine correspondence
• •Format and style administrative and financial documents
• •Proofread and edit texts for accuracy and grammar
• •Extract and summarize statistics for presentations
• •Conduct computer-based searches and compile background data
• •Process recruitment and training actions in SAP
• •Manage equipment purchases and payment requests
• •Handle travel authorizations and expense claims
• •Organize meetings and manage event reservations
• •Monitor budgets and research reference materials
• •Prepare requisitions and purchase orders
• •Process visa applications and expenditure authorizations
• •Maintain electronic and paper filing systems
• •Update and manage work-related databases
• •Execute ad-hoc assignments and research activities

Tools & Technologies