Administrative Assistant temporary

vor 2 Wochen

Wien, Wien, Österreich United Nations Vollzeit

This position is in the Field Operations and Technical Cooperation Division (FOTCD) in the Office of the High Commissioner for Human Rights (OHCHR) in Vienna.

The incumbent will work under the direct supervision of the Coordinator of the Secretariat of OHCHR examination of human rights situation in Belarus (OEB).


Responsibilities:

Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Human Resources Management

  • Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
  • Reviews entitlementsrelated claims and reports.
  • Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
  • Maintains and reviews organizational staffing tables; reviews Umoja reports.
Budget and Finance

  • Monitors status of expenditures and allotments through Umoja, records variations, updates budget tables.
  • Consolidates data received and provides support to higherlevel staff with respect to budget reviews of relevant intergovernmental and expert bodies.
  • Reviews status of relevant expenditures and compares with approved budget.
  • Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
  • Assists in the preparation of budget performance submissions.
  • Prepares statistical tables and standard financial reports.
General Administration

  • Prepares, processes and followsup on administrative arrangements and forms related to the official travel of staff.
  • Drafts routine correspondence and handles related recordkeeping and registers for archiving and formats official reports to the Human Rights Council (HRC) in accordance with internal guidelines and ensures submission to the Documentation Control Unit.
  • Maintains files of rules, regulations, administrative instructions and other related documentation.
  • Maintains uptodate work unit files (both paper and electronic).
  • Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
  • Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.
Contract Administration

  • Assists with daytoday administration of contracts between the UN and external contractors for outsourced services.
Competencies

  • COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
  • TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for
team accomplishments and accepts joint responsibility for team shortcomings.

  • 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 necessary; uses time
efficiently.

Education
High school diploma or equivalent.

Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.

Work Experience

Seven years of experience in administrative services, finance, accounting, audit, human resources, or related area, of which at least four years in the United Nations Common System, is required.

Experience working on Enterprise Resource Planning (ERP) systems, such as Umoja and/or Inspira is desirable.

Experience in providing support to personnel performing field missions is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another UN official language is an advantage.

Assessment

Special Notice

RECRUITMENT WILL BE LIMITED TO APPLICANTS BASED IN THE DUTY STATION.

THIS POSITION IS TEMPORARILY AVAILABLE UNTIL 31 MARCH

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