Senior Administrative Assistant
vor 2 Monaten
This position is located in the Office of the Director (OD), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC), in Vienna, Austria. The incumbent will work under the overall guidance and direct supervision of the Programme Officer, OD, Division for Operations.
**Responsibilities**:
Within the limits of delegated authority, the Senior Administrative Assistant will deliver functions with a high level of expertise and independence, and will be responsible for the following specific tasks:
- Work closely with the Director for Operations, keeping him/her informed of all human resources activities, projections and needs, as well as risks and bottlenecks.
- Support the Director for Operations with workforce planning, the forthcoming mobility framework, performance management, and career development.
- Provide inputs for the strategic direction of the Division for Operations with respect to human resources.
- Supervise the outputs of other Human Resources administrative assistants within the Division for Operations. Guide and train staff in the area of responsibility.
- Use judgment and discretion in handling, on behalf of the Director for Operations, political sensitivities with respect to selection cases.
- Act as focal and reference point for human resources in UNODC's Division for Operations for headquarters positions at all levels.
- Manage on behalf of the Director all steps required for senior level positions in the Division for Operations for headquarters and the field.
- Liaise with Human Resources Management Service (HRMS) and central administration/executive services as required to facilitate and expedite recruitment; review submissions on behalf of the Director for accuracy, format and language.
- Support the Director and Managers in handling confidential personnel matters, handling correspondence as required on personnel/administrative tasks; liaising with HRMS. Advise in the preparation of terms of reference in accordance with classification guidelines.
- For senior level positions, take full responsibility from beginning to end of the selection process, ensuring its seamless completion.
- Prepare, review and/or revise interview reports and selection recommendations for the Chairs of Panels; upload final reports and transmittal memos in Inspira; handle sensitive information responsibly including safeguarding confidential selection files.
- Follow-up on all pending cases in the Division; highlight issues which require the Director’s attention.
- Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assist with visualizations and updating information material such as web pages or brochures.
- Perform other work-related tasks, as required.
Competencies
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.
Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
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 ten years of progressively responsible work experience in human resources management, administration, or related field is required.
Work experience in all phases of the staff selection process is required.
Experience using an enterprise management system (ERP) is required.
Work experience within the United Nations System, or similar international organizations, is desirable.
Work experience with SAP/Umoja is desirable.
Work experience with an online recruitment system (e.g. Inspira) is desirable.
Experience in human resource planning and recruitment at the national and/or international level is desirable.
Languages
English and French are the working langu
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