Team Assistant

• 03 October 2026
• 100%
• Indefinite duration
• Geneva

The United Nations Institute for Disarmament Research (UNIDIR) is an autonomous, voluntarily funded institution within the United Nations. As one of the few policy institutes in the world focused on disarmament, UNIDIR generates knowledge and promotes dialogue and action on disarmament and security. Based in Geneva, UNIDIR helps the international community develop the practical and innovative ideas necessary to find solutions to critical security problems.

Responsibilities

Within the limits of delegated authority, the Team Assistant will be responsible for the following tasks:

• Performs a wide range of office support and administrative functions for several UNIDIR programs.
• Responds to or drafts responses to routine correspondence and other communications; uses standard word processing software to produce a wide variety of documents and large, complex reports.
• Monitors processes and timelines related to the unit's outcomes, products, tasks, etc.; where appropriate, assists in verifying the receipt and accuracy of required documents, approvals, signatures, etc., to ensure compliance with legal, financial, and other relevant requirements.
• Researches, compiles, and organizes information and reference documents from various sources for reports, work plans, studies, briefings, meetings, conferences, etc.
• Generates various standard statistical reports and others, work orders, etc., using different databases.
• Proofreads documents and edits texts to check for accuracy, grammar, punctuation, and style, as well as compliance with established formatting standards.
• Initiates payment of contractor invoices and monitors payments.
• Provides secretarial, administrative, and logistical support for meetings, boards, committees, conferences, etc.
• Assists in the preparation of presentation materials using appropriate technologies and software.
• Maintains calendars and schedules; monitors changes and communicates relevant information to appropriate staff within and outside the immediate work unit.
• Performs data entry and extraction functions.
• Examines, records, distributes, and/or processes mail and other documents; follows up on ongoing actions.
• Updates and maintains large distribution lists; monitors, prepares, and distributes various documents and reports, preferably in electronic formats; manages arrangements for printing and translation as needed; coordinates shipping arrangements, courier services, etc.
• Performs general administrative tasks (e.g., recording leave and attendance, organizing meetings and other events, reservations, budget tracking), including the preparation and/or processing of administrative requests and documents (e.g., requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications).
• Maintains files (paper and electronic) and databases for the work unit.
• Assists in providing office software and hardware support.
• Provides advice to less experienced staff on general office processes and procedures, IT applications, etc.
• Performs other assigned tasks.

Proposed Work Plan

A work plan will be agreed upon within the first two weeks of the contract. The Team Assistant will have regular meetings with their direct supervisor to define the missions in the work plan and to track progress. They will inform their direct supervisor and relevant staff in case of problems regarding compliance with agreed deadlines.

Performance Indicators

The Team Assistant will be evaluated according to the agreed work plan and in accordance with the United Nations staff performance evaluation guidelines.

Competencies

The Team Assistant must demonstrate the core values of the United Nations: professionalism, integrity, and respect for diversity. In addition, they must demonstrate the following competencies:

• Professionalism: Knowledge of general office and administrative support, including administrative policies, processes, and procedures; takes pride in their work and achievements; demonstrates professional competence and subject matter expertise; is conscientious and efficient in meeting commitments, deadlines, and achieving results; is motivated by professional rather than personal concerns; shows perseverance when facing difficult problems or challenges; remains calm in stressful situations.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits contributions by sincerely valuing the ideas and expertise of others; is willing to learn from others; places the team agenda before the personal agenda; supports and acts in accordance with the final decision of the group, even if those decisions do not fully reflect their own position; shares credit for team achievements and accepts joint responsibility for team shortcomings.
• Planning and Organizing: Develops clear objectives consistent with agreed strategies; identifies priority activities and missions; adjusts priorities as needed; allocates appropriate time and resources to accomplish work; anticipates risks and plans for contingencies during planning; monitors and adjusts plans and actions as necessary; uses time effectively.
• Client Orientation: Considers all those to whom services are