Team Assistant
UNIDIR is an autonomous United Nations research institute for disarmament, arms control and international security. It currently operates AI-governance research and digital policy tools, including the AI Policy Portal and its Centre of Excellence on AI, Peace and Security.
Investors
About United Nations Institute for Disarmament Research
Established by the United Nations General Assembly, UNIDIR conducts independent research, convenes policy dialogue and develops transparency-oriented tools for Member States and other stakeholders. Its work spans disarmament and international security, including artificial intelligence, cybersecurity, science and technology, and weapons governance.
Skills
Candidate Availability
Required and preferred rules are kept separate and reflect the wording in the original posting.
About the Role
You will provide broad administrative and office support across multiple programmes. You will prepare and proofread correspondence and reports, coordinate meetings and logistics, maintain schedules, files, databases and distribution lists, process administrative documentation and payments, compile information and statistics, and support office software and equipment needs.
Requirements
- High school diploma or equivalent.
- At least three years of experience in general office support or a related area.
- Fluency in written and spoken English.
- Knowledge of general office and administrative support policies, processes and procedures.
- Ability to prepare and edit official correspondence.
- Ability to compile statistics and provide analysis using spreadsheet software such as Microsoft Excel.
- Complete the United Nations BSAFE course and other mandatory trainings.
- Be eligible for local recruitment in the country or commuting distance of the office.
Responsibilities
- Provide office support and administrative functions for multiple programmes.
- Draft and respond to routine correspondence and produce documents and reports.
- Monitor schedules, processes, documents, approvals and compliance requirements.
- Research, compile and organize materials for reports, workplans, briefings, meetings and conferences.
- Generate statistical reports and work orders using databases.
- Proofread and edit documents for accuracy, grammar, style and formatting.
- Initiate contractor invoice payments and monitor payments.
- Provide secretarial, administrative and logistics support for meetings and conferences.
- Prepare presentation materials.
- Maintain calendars and communicate schedule changes.
- Perform data entry and extraction.
- Process mail and documents and follow up on pending actions.
- Maintain distribution lists and coordinate printing, translation, shipping and courier services.
- Process administrative requests, including requisitions, purchase orders, travel requests, contracts and visa applications.
- Maintain paper and electronic files and databases.
- Assist with software and office equipment support.
- Guide less experienced staff on office processes and computer applications.
- Complete other assigned duties.
Hiring Process
Assessment exercise, which may be followed by a competency-based interview.