Staff Assistant

vor 2 Wochen

Wien, Wien, Österreich United Nations Vollzeit

This position is located in the Narcotics Control and Estimates Section (NCES) of the Secretariat of the International Narcotics Control Board (SINCB), Division for Treat Affairs (DTA), United Nations Office on Drugs and Crime (UNODC), in Vienna, Austria.

The incumbent will report to the Chief of the Narcotics Control and Estimates Section. The INCB secretariat is an administrative entity of UNODC reporting directly to the Board on substantive matters.

Responsibilities:

Within assigned authority, the incumbent is responsible for the following duties:

  • Perform, under mínimal supervision, the full range of office management and administrative support functions; provide direct assistance to the Chief of the Section and support to the team, including through secretarial support and overall coordination assistance to the implementation of the Section's programme of work.
  • Log and scan incoming correspondence, review it for completeness and compliance with relevant requirements, distribute it to relevant staff members; follow up on impending actions; provide services to expert group meetings and informal consultations, as necessary.
  • Participate in the review and compilation of background materials; research, compile and organize information and reference materials from various sources for use in the preparation of INCB session documents, reports, studies, briefings, meetings/conferences, INCB country missions, etc.
  • Act as focal point for the purchasing of services and goods for all sections in the INCB secretariat.
  • Maintain liaison with the Office of the Secretary and with senior officials within the Secretariat of the INCB regarding ongoing programmes and other administrative matters; monitor processes and schedules related to the section's outputs, products, tasks, etc. such as preparation of technical documents for sessions of INCB and implementation of INCB decisions related to narcotic drugs.
  • Provide general office assistance; respond to incoming telephone calls from Member States and Competent National Authorities and respond to routine information requests and inquiries.
  • Generate graphs, tables and statistical maps to facilitate further review and analysis of data by users or for reports and official publications.
  • Assist in the preparation of presentation materials using appropriate technology/software.
  • Ensure smooth and efficient information flow within the section; prepare and process confidential information, assist in the development of office administrative systems and procedures.
  • Research, compile and summarize background materials for use in preparation of reports, briefs, speeches, etc.
  • Provide assistance in the coordination of secretariatwide activities (meetings, training, etc.), special projects and events.
  • Orient new staff to relevant administrative procedures and practices and provide general assistance to other office support staff, as required.
  • Attend meetings, prepare minutes, monitor followup activities.
  • Respond or draft responses to routine correspondence and other communications; use standard word processing package to produce a wide variety of large, complex documents and reports; carry out quality control function for outgoing documents; proofread text for format, grammar, punctuation and style; handle arrangement for printing and style; handle arrangement for printing and translation as necessary; coordinate shipment arrangements, courier services, etc.
  • Manage, update and further develop internal databases; update NCES's part of the INCB website; generate a variety of standard and nonstandard statistical and other reports from various databases.
  • Respond to complex information requests and inquiries (e.g. answers requests requiring file search, etc.).
  • 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.
  • Assist in the preparation of presentation materials using appropriate technology/ software. Assist with visualizations and updating information material such as web pages or brochures.
  • Maintain calendars/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the section.
  • Perform clerical tasks relating to large and complex correspondence with governments regarding clarification of inconsistencies in statistical reports and implementation of INCB decisions.
  • Maintain files (both paper and electronic) and databases for work unit.
  • Perform other workrelated duties as assigned.
Competencies

  • Planning and 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 nece

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