Team Assistant

vor 1 Woche

Wien, Wien, Österreich United Nations Vollzeit

This position is located in the Independent Evaluation Section (IES), Office of the Executive Director (OED), United Nations Office on Drugs and Crime (UNODC).

The incumbent will work under the direct supervision of the Evaluation and Research Assistant and overall guidance by the Deputy Chief and the Chief of the Section.


Responsibilities:

Within assigned authority the Team Assistant will be responsible for the following duties:

  • Provide secretarial, administrative and logístical support for the Section, including all evaluation activities (e.g. recruitment, processing of payment of consultants/evaluators, travel arrangements for IES staff as well as consultants/evaluators, meeting arrangements, monitoring of follow-up actions etc.).
  • Provide administrative support for the recruitment of all consultants hired by IES, including evaluators and experts, from the review of the ToR to the communication with the consultants and engagement with the focal point in the Human Resources Management Service to issuing payments and facilitating the evaluation of consultants.
  • Provide a wide range of administrative and secretarial assistance to the Chief and Deputy Chief of the Section, including arrangement for meetings, preparation of background materials, mission travel, maintenance of the calendar, etc.
  • Provide support to all steps of the recruitment processes of temporary and fixedterm staff members at all levels in IES.
  • Provide support to all procurement processes in IES, including low value procurement.
  • Proofread, edit and format a wide range of documents, including all In-Depth Evaluation Reports and Independent Project Evaluation Reports.
  • Prepare, organize and facilitate regular staff meetings; assist in drafting the minutes and disseminate meetingrelated documents.
  • Research, compile and organize information and reference materials from various sources for reports, work plans, briefings, meetings etc.
  • Assist as a backup for the Programme Assistant during periods of absence, including relating to support in budgetary and finance processes of IES and IES' Global Project GLO/H9
  • Review, record, distribute and/or process mail and other documents; follow up on impending actions.
  • Update and maintain large distribution lists; monitor, prepare and distribute various materials, reports, where possible using electronic formats; handle arrangements for printing as necessary.
  • Assist in providing software and office equipment support, including office supplies.
  • Perform other workrelated duties as assigned.
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.


Accountability:

Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work Section, where applicable; deals honestly and openly with issues and staff.

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 three years of administrative work experience, including three years of experience in an international organization or in the United Nations system is required.

At least one year of experience in relation to the administration of project/programme evaluations is required.

Relevant training and experience in working with an ERP system is required.

Relevant experience in administering and supporting programme/project evaluation processes is required.

Experience in the administration of recruitment-, travel-, secretarial
- as well as procurement-processes in the United Nations Secretariat or in an international Organization is required.

Experience in working with SAP (Umoja) and the UN Talent Management/Recruitment System (Inspira) is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations langu

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