About
Under the overall supervision of the Director, OSD, the Team Assistant will be responsible for
the following duties: •Performs a wide range of office support and administrative functions.
•Responds or drafts responses to routine correspondence and other communications; uses
standard word processing packages to produce a wide variety of large, complex documents and
reports. •Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; where
applicable, assists in the verification of receipt and accuracy of requisite documents, approvals,
signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
•Researches, compiles and organizes information and reference materials from various sources
for reports, work plans, studies, briefings, meetings/conferences, etc. •Generates a variety of
standard statistical and other reports, work orders, etc., using various databases. •Proofreads
documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to
established standards for format. •Screens phone calls and visitors; responds to moderately
complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and
as necessary, refers inquiries to appropriate personnel for handling. •Provides secretarial,
administrative and logistics support to meetings, boards, committees, conferences, etc. •Assists
in the maintenance of websites by scanning, converting and posting a variety of documents onto
the site. •Assists in the preparation of presentation materials using appropriate
technology/software. •Maintains calendar/schedules; monitors change and communicates
relevant information to appropriate staff inside and outside the immediate work unit. •Performs
data entry and extraction functions. •Reviews, records, distributes and/or processes, mail and
other documents; follow-up on impending actions. •Updates and maintains large distribution
lists; monitors, prepares and distributes various materials, reports, where possible using
electronic formats; handles arrangement for printing and translation as necessary; coordinates
shipment arrangements, courier services, etc. •Performs general administrative tasks (e.g. leave
and attendance recording, arrangements for meetings and other events, reservations, budget
follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g.
requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa
applications, etc.). •Maintains files (both paper and electronic) and databases for work units.
•Assists in providing software and office equipment support. •Provides guidance to less
experienced staff on general office processes and procedures, computer applications, etc.
