Administrative Assistant

vor 2 Wochen

Wien, Österreich United Nations Vollzeit

This position is located in the United Nations Postal Administration (UNPA) office at Vienna (Austria). The incumbent will report directly to the Officer-in-Charge, UNPA Europe.

**Responsibilities**:
Within delegated authority, the Administrative Assistant will be responsible for the following duties:

- Administer and provide information and advice to staff and other contracted workers regarding their entitlements, time and attendance, flexible work arrangements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements in accordance with the United Nations Rules and Regulations.
- Oversee the maintenance of vacancy announcement files and keep track of status of vacancy announcements. Review and process all relevant actions for staff and other contracted personnel resources through Inspira and/or Umoja/SAP.
- Monitor staffing table and prepare relevant statistical data/charts.
- Assist in the preparation and review of financial and human resource proposals/requirements and audits. Consolidate budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
- Monitor expenditures and compare with approved budget; prepare adjustments as necessary.
- Assist managers in the elaboration of resource requirements for budget submissions.
- Assist in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
- Prepare or customize financial reports from Umoja/SAP system generated reports.
- Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
- Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
- Translate and edit correspondence in English, French and German as well as assist with telephone calls from French and German speaking customers and bank representatives.
- Coordinate extensively with various UNPA teams and liaise frequently with other UN offices and partners in Europe and other countries.
- Perform 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 seminars, conferences and translations).
- May be responsible for guiding, training, and supervising the work of more junior General Service staff.
- Help prepare Statement of Works, create Shopping Carts and Purchase Orders, and liaise with the UN Procurement offices in acquiring goods and services for UNPA.
- Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services.
- Audit the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
- Process the payment of contractors' invoices and monitor payments.
- Prepare and process all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
- Assist in reviewing, checking on payment statuses and credit limits, as well as approving UNPA sales orders in UNPA system and Umoja/SAP.
- Back up Operational Team Lead in reviewing and approving goods receipt, production, transfer and issuance documents.
- Provide support to Sales and Operation Teams when required, including overseeing the UNPA stamp counters in Vienna and Geneva, as well as attending and managing sales of UN stamps at Stamps Exhibitions.
- Perform other work-related 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.
- 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.
- 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; t

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