Team Assistant – Division of Support Services

United Nations Development Programme (UNDP)

Grade: AS-C
Deadline: 23 June 2023 (11:59 PM KST)
Job Category: Local
Salary: KRW 53,227,000 net

Introduction
The mission of the Green Climate Fund is to assist developing countries to respond to climate change while bringing prosperity to their people.

Established in 2010, the GCF invests in transformational climate projects in the developing world. The Fund makes an ambitious contribution to global climate action and channels significant financial resources into developing countries to help build low-emission and climate-resilient societies. It is country-driven and undertakes actions that reflect the circumstances of each country concerned and its national aspirations. The GCF is a key enabler of the 2015 Paris Agreement on Climate Change.

Since its establishment, the GCF has approved 209 projects in 123 countries and has committed USD 11.4 billion in climate finance. In addition, it has built up an extensive program to support developing countries to identify their needs, in particular, those who are most vulnerable to climate change impacts.

The GCF’s diverse workforce is advancing its mission from its headquarters in South Korea. Our talented staff makes unique contributions to the Fund, enriching the institution through their combined expertise and professional commitment.

 

Position Objective
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.

 

 

The closing date for application is 25 June 2023. Applications submitted after the deadline may not be considered.

 

*The person assessed by the Selection Panel as most suitable for the position will be proposed for appointment. Selection among short-listed candidates will also take into account performance at interview, appropriate testing, and references.

 

Applications from women and nationals of developing countries are strongly encouraged.

 


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