Senior Administrative Assistant
Vor 4 Tagen
This position is located in the Office of the Chief, Conference Management Service (CMS), Division for Management (DM), United Nations Office at Vienna (UNOV). The incumbent will work under the direct supervision of the Conference Management Service Officer in the Office of the Chief, and the overall guidance of the Chief, CMS.
**Responsibilities**:
Within delegated authority, the Senior Administrative Assistant will be responsible for the following specific duties:
Administration
- Coordinate and follow-up on programmatic/administrative tasks necessary for the management and functioning of CMS.
- Support and advise the Chief, CMS, and the Conference Management Service Officer in day-to-day administrative matters; bring attention to priority issues and monitor delivery of key reports and deliverables; identify and resolve diverse issues/problems as they arise and determine appropriate actions. Assist in reviewing policies and decisions by the Department for General Assembly and Conference Management (DGACM). Participate in high-level task forces and working groups on relevant topics assigned by the Chief.
- Undertake research and analysis of any issue of relevance to the Chief, CMS; identify trends and potential problems, brief the Chief and make recommendations; collect data from relevant databases and prepare customized complex reports.
- Organize and coordinate events for the service; prepare related materials for senior management.
- Act as back-up certifying officer for CMS accounts.
Communications
- Contribute to the development and production of official communication materials in English and any other official language of the United Nations with mínimal supervision; track, research and gather information to produce communications for targeted audiences.
- Draft, review and edit a variety of written outputs, such as sections of reports, newsletters, articles.
- Prepare background information, briefs and talking points on relevant topics.
- Respond to a broad range of questions and information requests related to the management of conference services in Vienna; forward questions/requests as appropriate to relevant parties for reply; monitor deadlines.
Human Resources Management
- Act as focal point for all human resources related matters in CMS (including acting as Senior Time Administrator for the service); monitor and project the staffing needs in CMS; ensure that resources are used efficiently and within the established budget.
- Ensure compliance with rules and regulations, and DGACM-specific procedures, coordinate the administration of the Service’s human resource activities.
- Monitor internal staffing table to ensure correctness and prepare relevant reports and statistical analysis.
- Undertake research on a wide range of HR-related issues; prepare notes/reports; take follow-up actions in coordination with the Human Resources Management Service and counterparts in other duty stations and/or with the Executive Office, Department for General Assembly and Conference Management (DGACM/EO).
- Provide expert guidance to CMS managers and staff on HR-related matters.
- Serve as backup in the absence of the Conference Management Service Officer.
- Perform other work-related duties as assigned.
Competencies
- Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
- 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.
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, ECA, ESCA, UNOG, UNOV, ICTR or ICTY may be accepted in lieu of the GGST.
Work Experience
Ten years of progressively responsible professional experience in conference services is required.
Work experience with an enterprise resource planning (ERP) system is required.
Work experience in the area of management, planning, statistical analysis, budget activities, finances and/or human resources is desirable.
Experience drafting texts 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 other official United Nations languages is desirable.
Assessment
Special Notice
At the United Nations, the
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