Administration/Travel Assistant

vor 3 Wochen

Wien, Wien, Österreich United Nations Environment Programme (UNEP) Vollzeit

JOB DESCRIPTION

Background Information – Job-specific

AUMCO

The Austria Multi-Country Office (AUMCO) was set up in August 2019 as a part of the UNOPS Europe & Central Asia Region (ECR). Specifically, AUMCO aims to enable achievement of Agenda 2030 and the Paris Agreement through global programmes and tailored interventions in the Balkans, South Caucasus, and Central Asia, focused on:

  • Infrastructure
  • Procurement
  • Project Management (full service, back on track)
  • HR and Transactional Services
  • Grant Management
  • Technical and Advisory Services


Functional Responsibilities

Under the guidance and supervision of the Head of Support Services, or another designated manager, the Travel Assistant is responsible for the effective delivery of travel and admin/logistics services reflecting best practices, compliance with UNOPS rules and regulations, appropriate risk management and obtaining the best value for money.

  • Provide full cycle assistance with travel-related bookings & arrangements including transportation, hotel, visa applications for AUMCO personnel and partners in accordance with the UNOPS Travel Policy in a timely manner;
  • Provide travelers with details about the travel inquiries such as visa requirements and mandatory inoculations required by the health Authorities before the travel commences;
  • Communicate closely with travelers on their travel dates, tickets, and updates on changes to their travel;
  • Ensure timely preparation of Travel Authorizations (manual and using electronic TADA tool) and submission of Travel Expense Claim forms and payment requests in the UNOPS ERP system;
  • Ensure travelers obtain Security Clearance from the United Nations Department of Safety and Security and support travelers with raising security clearance requests on their behalf when necessary;
  • Handle travel issues, conflicts, complaints, cancellations and refunds;
  • Coordinate and maintain relationships with approved UNOPS travel agents;
  • Conducts research on destinations and request Travel Agent for provision of most direct and economical routes;
  • Support the enforcement of cost effective and advance planning measures to avoid last-minute bookings;
  • Monitor and track progress with arrangement of travels, missions and events;
  • Logistical support with organization of events (meetings, workshops, conferences);
  • Ensure filing of all travel related documents in line with established procedure; and
  • Perform other duties as may be reasonably required and in line with the incumbent's scope of services.


Education/Experience/Language requirements

Education:

  • Secondary education required;
  • Certification in administration desirable or technical training in specialized secretarial and/or management/executive assistance training is highly desirable;
  • University Degree in Business or Public Administration, or related fields is desirable.

Experience:

  • At least 4 years of progressive experience in travel management and related fields.
  • Experience in the usage of computers and office software packages. Knowledge of G-Suit applications is an asset.
  • Experience in the usage of the ERP systems is an asset.

Language Requirements:
  • Fluency in English is required.
  • Working knowledge of another official UN language is desirable.


Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: ICA

Contract level: Local ICA Support – LICA-4

Contract duration: This is a retainer contract modality. The selected candidate will be requested to work based on demand.

For more details about the ICA contractual modality, please follow this link:



Additional Information
  • Please note that UNOPS does not accept unsolicited resumes.
  • Applications received after the closing date will not be considered.
  • Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
  • UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
  • Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
  • We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
  • For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
  • All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
  • It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.




Apply for job

To help us track our recruitment effort, please indicate in your cover/motivation letter where ) you saw this internship posting.

  • Travel Assistant

    Vor 6 Tagen

    Wien, Wien, Österreich US Embassay Vollzeit

    The U.S. Embassy in Vienna is recruiting for aTravel Assistant (M/F)Responsibilities: This position serves as one of two Travel Assistants within the General Services Office of the U.S. Tri-Mission Vienna. The incumbent administers all official travel for the Tri-Mission employees located in Austria, which includes travel arrangements, authorizations and...

  • Travel Assistant

    Vor 6 Tagen

    Wien, Wien, Österreich United Nations Vollzeit

    The position is located in the General Support Section (GSS), Division for Management (DM), United Nations Office at Vienna (UNOV). The Travel Assistant works under the direct supervision of the Travel Assistant (Supervisor), and under the general guidance of the Chief, GSS and Director, DM.Responsibilities:Within assigned authority, the incumbent is...

  • Travel Assistant

    Vor 6 Tagen

    Wien, Wien, Österreich United Nations Vollzeit

    The position is located in the General Support Section (GSS), Division for Management (DM), United Nations Office at Vienna (UNOV). The Travel Assistant works under the direct supervision of the Travel Assistant (Supervisor), and under the general guidance of the Chief, GSS and Director, DM.Responsibilities:Within assigned authority, the incumbent is...

  • Administration Assistant

    Vor 6 Tagen

    Wien, Wien, Österreich Cubicure GmbH Vollzeit

    **Cubicure** ist ein international tätiges Hightechunternehmen mit Sitz im Herzen Europas. Wir entwickeln, produzierenund vertreiben Systemlösungen für die industrielle additive Fertigung. Unser patentiertes Hot Lithography Verfahrenermöglicht den beispiellosen 3D-Druck von widerstandsfähigen Präzisionsbauteilen.**Cubicure GmbH** | Tech Park Vienna...

  • Team Assistant Travel Service

    Vor 6 Tagen

    Wien, Wien, Österreich European Society of Radiology Vollzeit

    The European Society of Radiology (ESR) is a non-political and non-profit organisation dedicated to strengthening and uniting European Radiology. With more than 135,000 members worldwide, it has become the largest radiological society that organises one of the most innovative scientific congresses in this field, the European Congress of Radiology (ECR), in...

  • Team Assistant Travel Service

    Vor 6 Tagen

    Wien, Wien, Österreich European Society of Radiology Vollzeit

    The European Society of Radiology (ESR) is a non-political and non-profit organisation dedicated to strengthening and uniting European Radiology. With more than 135,000 members worldwide, it has become the largest radiological society that organises one of the most innovative scientific congresses in this field, the European Congress of Radiology (ECR), in...

  • Front Office Assistant

    Vor 6 Tagen

    Wien, Wien, Österreich svarmony Technologies GmbH Vollzeit

    We are looking for a dynamic Front Office Assistant (all genders) to support us at our main office in Vienna on a part-time basis (25 hours).As a Front Office Assistant at svarmony, you are the first point of contact for customers and business partners on the phone and at reception. You have fun and talent in dealing with organisational and administrative...

  • Team Assistant Society

    Vor 6 Tagen

    Wien, Wien, Österreich European Society of Radiology Vollzeit

    The European Society of Radiology (ESR) is a non-political and non-profit organisation dedicated to strengthening and uniting European Radiology. With more than 130,000 members worldwide, it has become the largest radiological society that organises one of the most innovative scientific congresses in this field, the European Congress of Radiology (ECR), in...

  • Team Assistant Society

    Vor 6 Tagen

    Wien, Wien, Österreich European Society of Radiology Vollzeit

    The European Society of Radiology (ESR) is a non-political and non-profit organisation dedicated to strengthening and uniting European Radiology. With more than 135,000 members worldwide, it has become the largest radiological society that organises one of the most innovative scientific congresses in this field, the European Congress of Radiology (ECR), in...

  • Implementation Assistant

    vor 1 Monat

    Wien, Wien, Österreich International Atomic Energy Agency Vollzeit

    Job DescriptionDescription –>The objective of the Department of Nuclear Energy is to foster the efficient and safe use of nuclear power by supporting interested Member States in improving the performance of nuclear power plants, the nuclear fuel cycle, and the management of nuclear wastes; in catalysing innovation in nuclear power and fuel cycle...

  • Implementation Assistant

    vor 2 Monaten

    Wien, Wien, Österreich International Atomic Energy Agency Vollzeit

    Job DescriptionDescription –>The objective of the Department of Nuclear Energy is to foster the efficient and safe use of nuclear power by supporting interested Member States in improving the performance of nuclear power plants, the nuclear fuel cycle, and the management of nuclear wastes; in catalysing innovation in nuclear power and fuel cycle...

  • Administrative Assistant

    Vor 6 Tagen

    Wien, Wien, Österreich Chiesi Farmaceutici Vollzeit

    Date: 05-May-2023Department: General ManagementTeam: General Services, Security & Office ManagementJob Type: Direct EmployeeContract Type: PermanentLocation:Wien, ATChiesi Pharmaceuticals GmbH is a subsidiary of the internationally successful private company Chiesi Farmaceutici S.p.A. based in Italy, which consistently invests in research and development.Our...

  • Organisational Assistant

    Vor 6 Tagen

    Wien, Wien, Österreich Universität Wien Vollzeit

    The University of Vienna (20 faculties and centres, 184 fields of study, approx members of staff, about students) seeks to fill the position as soon as possible of aOrganisational AssistantattheDepartment of SociologyReference number:13902The Department of Sociology, a subunit of the Faculty of Social Sciences, is hereby announcing a vacant position as...

  • Team Assistant Society

    Vor 6 Tagen

    Wien, Wien, Österreich European Society of Radiology Vollzeit

    The European Society of Radiology (ESR) is a non-political and non-profit organisation dedicated to strengthening and uniting European Radiology. With more than 135,000 members worldwide, it has become the largest radiological society that organises one of the most innovative scientific congresses in this field, the European Congress of Radiology (ECR), in...

  • Executive Assistant(G5)

    Vor 5 Tagen

    Wien, Wien, Österreich International Atomic Energy Agency Vollzeit

    Executive Assistant(G / Organization: MTHR-Division of Human ResourcesPrimary Location: Austria-Vienna-Vienna-IAEA HeadquartersJob Posting: , 10:29:06 AMClosing Date: , 4:59:00 PMDuration in Months: 36Contract Type: Fixed Term - RegularProbation Period: 1 YearFull Competitive Recruitment: YesOrganizational SettingThe Department of Management (MT) provides a...

  • senior administrative assistant

    Vor 6 Tagen

    Wien, Wien, Österreich European Handball Federation Vollzeit

    The European Handball Federation (EHF) is the organisation that oversees 50 national and two associated federations across Europe and is recognised by the International Handball Federation (IHF). The EHF is dedicated to the organisation and management of prominent handball competitions that today are crowned by the EHF EURO events for national teams and the...

  • Customer Service Assistant

    Vor 6 Tagen

    Wien, Wien, Österreich Marriot Partners Staffing Vollzeit

    POSITION:Online tourism Assistant /Customer Service AssistantResponsibilities:Promote travel packagesGiving reviews of travel packagesImprove sales of travel packagesBenefits:Competitive salary ranging from € per dayFlexible working hours, requiring only 4-5 hours per dayNo prior experience required as we provide one-on-one online trainingOpportunity to...

  • Implementation Assistant

    vor 1 Monat

    Wien, Wien, Österreich International Atomic Energy Agency Vollzeit

    Job DescriptionDescription –>The goal of the Department of Nuclear Energy is to support Member States in enhancing the performance of nuclear power plants, fuel cycles, and waste management. This includes fostering innovation in nuclear technologies, developing national energy planning capabilities, deploying new power plants, preserving nuclear knowledge,...

  • Implementation Assistant

    Vor 6 Tagen

    Wien, Wien, Österreich International Atomic Energy Agency Vollzeit

    Implementation Assistant (NE)(G / Organization: NE-Office of the Deputy Director GeneralPrimary Location: Austria-Vienna-Vienna-IAEA HeadquartersJob Posting: , 9:27:39 AMClosing Date: , 4:59:00 PMDuration in Months: 36Contract Type: Fixed Term - RegularProbation Period: 1 YearFull Competitive Recruitment: YesTHIS VACANCY NOTICE MAY BE USED TO FILL MULTIPLE...

  • Payroll Assistant

    Vor 6 Tagen

    Wien, Wien, Österreich Ryanair Vollzeit

    Lauda Europe is a Maltese Airline, and part of the Ryanair Group, which offers wet-lease and charter services. We are expanding our team and now seek for a Payroll Assistant who will be based in our Schwechat (Vienna, Austria) support office.The RoleThe Payroll Assistant will report directly to our General Manager Administration and is an excellent...