Team Assistant Division of Support Services

Green Climate Fund

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Description

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The Team Assistant reporting jointly to the Deputy CFO, the Chief Administration Officer, and the Head of Financial Analysis and Product Innovation, contributes to the development and implementation of the Support Services strategy by providing administrative support to the Division of Support Services.

Duties and Responsibilities:

Purpose:

  • Support with Division activities, including, but not limited to travel arrangements, coordination of mission schedules, meetings with internal and external stakeholders, conferences and maintaining their calendar/schedules.
  • File and keep records of key administrative, official, and legal documents, and maintain a database of them (tracking sheets).
  • Assist with preparation of presentations and documents as requested, including editing their format, proof-read, checking for adherence to established standards, grammar, and style.
  • Oversee and integrate transaction services, which includes preparing and/or processing administrative requests/documents (e.g., purchase order in Ariba, travel request in Concur, visa applications).
  • Monitor the ticketing system requests and route tasks accordingly for the appropriate Financial Management and Innovation Unit (FMIU) colleagues, and other relevant tasks associated with the Division’s mandate.

Engagement:

  • Assist in coordination of mission schedules, logistical planning and preparation work for the assigned line managers.
  • Assist in organizing regular team meetings and monthly “all-DSS” staff meetings.
  • Compile the relevant information required for processes for the Division’s function and liaise with those units accordingly – HR, Finance, Procurement, and others.
  • Coordinate the internal flow of communications within the team, ensuring timely dissemination of information (e.g., posts on Green Shift). 
  • Provide support in updating and maintaining distribution lists by monitoring, preparing, and distributing various messages, materials and reports.
  • Liaise with other divisions for cooperating as necessary.
  • Support with coordinating logistics (booking meetings, taking minutes, etc.) for the relevant committee meetings as requested.
  • Generates a variety of standard statistics and other reports, monitors they due dates, prepares and distributes materials as necessary. 

Deliver:

  • Identify priorities and sequence work to achieve consistent and timely delivery.
  • Support the logistical planning of various events (e.g. conferences, workshops, and other formal and informal meetings) as requested.
  • Organize and filter information consistent with division-related matters and delivery standards, to ensure accuracy and applicability by organizing and maintaining internal records files and information materials.
  • Timely delivery of draft documents assigned for editing, formatting and initial drafting.
  • Research, compile and organize information and reference materials from various sources within the department (ICT, Finance and Procurement) and from external sources.
  • Support in Ad-hoc other functions as dedicated by the supervisors from time to time.

Requirements (Education, experience, technical competencies required of the job):

  • Bachelor’s degree in Administration, Management, or a relevant field is required.
  • Minimum 3 years of relevant experience in administrative support is essential.
  • Previous experience supporting large teams is required, experience having supported multiple leaders simultaneously is a plus.
  • Solid knowledge of office technology such as MS Office packages, and experience in working with databases is highly desirable.
  • Experience in handling logistics for events, workshops, conferences, and committee meetings.
  • Strong teamwork and interpersonal skills, and highly developed cultural sensitivity in communicating with all levels of staff and external clients, both orally and in writing.
  • Efficient and organized scheduling of travel arrangements on behalf of the supported officers.
  • Excellent organizational and administrative skills.
  • Excellent analytical and research skills.
  • Demonstrated experience with prioritizing multiple assignments, meeting tight deadlines, and willingness to be flexible with a lean staff in a fast-paced environment.
  • Possess a cultural sensitivity and adaptability to work and interact with colleagues from diverse backgrounds.
  • Excellent written and oral communication skills in English are essential for this position; knowledge of another UN language an advantage.

Source: https://jobs.greenclimate.fund/job/Incheon,-South-Korea-(ICN)-Team-Assistant-Division-of-Support-Services/942091501/

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