Administrative Assistant

vor 1 Woche

Wien, Wien, Österreich United Nations Vollzeit

This position is located in the Office of the Chief, Conference Management Service (CMS), Department for General Assembly and Conference Management (DGACM) in Vienna.

CMS operates administratively under the Division for Management (DM) at the United Nations Office at Vienna (UNOV).

The incumbent will work under the direct supervision of the Conference Management Service Officer and the overall guidance of the Chief, CMS.


Responsibilities:

Within assigned authority, the incumbent will be responsible for the following specific duties:
General Administration

  • Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
  • Organize official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).
  • Establish/improve administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.
  • Participate in the collection and analysis of data, including for the preparation of presentations and reports.
  • Assist with visualizations and updating information material such as web pages etc.
  • Coordinate extensively with sections and units within CMS, administrative services at UNOV/UNODC and liaise frequently with internal team members both in Vienna and at other Duty Stations.
  • Act as focal point in core administrative areas as assigned.
  • Maintain electronic files of rules, regulations, administrative instructions and other related documentation.
  • Prepare, process and classify confidential information.
  • May be responsible for guiding, training, and supervising the work of more junior General Service staff.
Human Resources Management

  • Respond to enquiries and provide information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
  • Act as a Senior Time Administrator for CMS and provide expert guidance to managers and staff; manage the recording of attendance for temporary staff for meetings; review source documents for completeness, accuracy, and validity; investigate erroneous payments and take corrective actions; liaise with HRMS/FRMS as necessary; communicate with and advise temporary staff on the status of their payments.
  • Act as back up for the Senior Administrative Assistant.
  • Perform other workrelated duties, as required.
Competencies

  • 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 & 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 is required.

Job - Specific Qualification


Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

Work Experience
A minimum of seven years of progressively responsible experience in conference services, general support or related area is required.

Work experience with an enterprise resource planning (ERP) system is required.

Work experience in administrative services, statistical analysis, budget activities, finances and/or human resources is desirable.

Work experience with SAP/Umoja system is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of other official United Nations languages is an advantage.

Assessment

Special Notice


At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity.

All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual res

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