Administrative Assistant Vacancy-Job Ref: EJATUN/2605/2025816

Administrative Assistant Vacancy-Job Ref: EJATUN/2605/2025816

Vienna (Austria)

JOB DESCRIPTION
Org. Setting and Reporting
This position is located in the Shared Portfolio Services (SPS) team, Information Technology Service (ITS), Division for Management (DM), United Nations Office at Vienna (UNOV)/United Nations Office on Drugs and Crime (UNODC), in Vienna. The incumbent will work under the direct supervision of the Programme Management Officer (Information Systems) leading the Shared Portfolio Services (SPS) team and under the overall guidance of the Chief of the Information Technology Service.

Responsibilities
General Administration • Coordinate extensively with service units and liaise frequently with internal team members both at headquarters and in the field. • Provide guidance to staff members on official travel, provide information on travel policy and procedures, itineraries and entitlements. Liaise with Travel Unit, contracted travel agency on complex itineraries and issuance of tickets, other relevant stakeholders as required. Provide ERP support on travel related issues to staff members.

• Consolidate information received from various sources and services, maintain reporting and filing. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Provide administrative assistance concerning the timely renewals of cooperation and service level agreements with internal and external clients. Assist in providing regular reporting and coordinate accurate reporting and invoicing for the services provided.

• Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial, audit, personnel matters. • Assist with visualizations and updating information material such as web pages, intranet or other resources. Human Resources Management • As member of a team assist in initiating, processing, monitoring, reviewing and following-up on actions related to the administration of the ITS human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures.

• Enter, maintain and certify administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. • Assist in reviewing entitlements-related claims and reports. • Research and provide guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary. • Assist in maintaining and review organizational staffing tables; print and review related reports.

• Assist new ITS staff members with induction, coordination of accesses, space allocation, etc. Budget and Finance • As member of a team monitor status of expenditures and allotments through ERP, records variations, updates budget tables. • Consolidate data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies. • Review status of relevant expenditures and compares with approved budget.

• Review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. • Assist in the preparation of budget performance submissions. • Prepare statistical tables and standard financial reports. • Assist in coordination of billing and reporting on landline and mobile communication services provided to internal and external clients.

• Assist in collecting information, consolidation with the necessary information to run the periodic cost allocation for workstation and mobile phone charges. Contract Management related responsibilities • Assist with day-to-day contract management related responsibilities. • Assist in auditing contractors’ invoices against the goods and services provided by the contractor and approved by the UN. • Process the payment of contractors’ invoices and monitor payments. Monitor the expiry dates and contracts amounts use.

• Prepare and process all UN forms and permissions for contractual and work unit and Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. Other Requirements • Perform other work-related duties as assigned.

Competencies
• Professionalism: Has ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, programme/project management etc. Has ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Is able to build and sustain effective work relationship with peers to achieve common goal. Has the ability to perform analysis, modelling and interpretation of data in support of decision-making.

Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

• Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education
High school diploma or equivalent is required. Supplementary courses/training in finance, budget, accounting, human resources, supply chain, procurement, or similar fields are desirable. Supplementary courses/trainings in data analysis are desirable.

Work Experience
A minimum of five (5) years of work experience in administrative services (finance and/or budget and/or accounting and/or human resources) is required. The minimum number of years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Experience within an Enterprise Resource Planning (ERP) system (finance, budget, human resources, procurement and/or requisitioning modules) is required Proficiency of Microsoft Office Applications (including Excel) is required.

Work experience in preparing, monitoring and reporting of budgets or in accounting is desirable. Work experience in preparing, monitoring and reporting of human resources activities is desirable. Work experience in an international organization is desirable. Work experience in the information and computer technology services (ICT) is desirable. Work experience in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another United Nations official language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

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