Administrative Assistant

vor 3 Monaten

Wien, Österreich United Nations Vollzeit

Org. Setting and Reporting
- Responsibilities
- Within delegated authority, the Administrative Assistant will be responsible for the following specific duties: Budget and Finance: - Responsible for maintaining the budget for the UNODC Brussels Office, which includes the office rent, cleaning charges, petty cash, telephone bills, security charges and other expenses;
- Responsible for securing funds or requesting colleagues in the Financial Resources Management Service (FRMS) to redeploy funds for purchase/delivery of any IT equipment for the Brussels Office and CPS;
- Maintain CPS budget and advise FRMS of any shortfalls of funds and recommend shifting funds from unspent balances to travel, hospitality, communication, as required;
- Process invoices for payments;
- Create and amend Purchase Orders, Shopping Carts; check availability of funds; procure required office materials and equipment; inspect invoices after receipt of services; keep track of operations through the in-house SAP system, Umoja; Donor partnership Related Administrative Support: - Enter new pledges in the Funding Agreement and Donor Profiles (FADP) Application. Coordinate clearances with FRMS;
- Draft acknowledgement letters, prepare payment requests to donors. Send financial reports and narrative reports to donors;
- Prepare regular payment requests, collect all related reports and documents to be sent to EU Offices at different locations;
- Support substantive units in the creation of new business partners profiles;
- Draft correspondence to partners, as required, to complement the processing of pledges, no cost extensions, general queries;
- Follow-up/finalise all urgent matters in the absence of Supervisors, especially related to pledges and funding agreements;
- Respond to queries from staff members at HQ, in Field Offices and from donors relating to contributions, funding agreements, projects, deposit of contribution etc.;
- Assist FRMS to confirm the purpose of deposits made by donors when it is unclear from the bank deposit documents;
- Assist with the organization of meetings for partners by sending invitations, organizing the logistics, travel arrangements and associated administrative requirements; prepare correspondence pre and post meetings. Greet visitors from donor countries, organize small meetings, and make all necessary arrangements; General Administration and HR Related Administrative Support: - Coordinate and maintain the operational travel programme for the Section, initiate travel requests in Umoja, administer procedures for official missions, take necessary actions for travel claims and complete expense reports;
- Review and distribute the incoming mail to responsible staff. Identify items that require immediate attention by the Supervisor or other staff. Monitor and take action on pending matters;
- Create job Openings in the United Nations career portal, Inspira, for the recruitment of Interns, UN Volunteers (UNV) and Consultants for CPS and the Brussels Office. Prepare Funds Commitments in Umoja for the recruitment of UNVs and initiate payments for Consultants in Umoja;
- Act as time Administrator for the Branch, respond to any queries related to Time and Attendance issues;
- Initiate requests to create index numbers in Umoja for Meeting Participants, Consultants and others;
- Maintain the inventory of CPS; order office supplies; maintain and keep electronic files and hard files up-to-date;
- 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;
- Provide administrative support to other Sections within the Branch in the absence of col-leagues;
- Provides guidance and training to new/junior staff;
- Perform any other work-related assignments as required.
- Competencies
- Education
- High school diploma or equivalent is required.
- Job - Specific Qualification
- Not available.
- Work Experience
- Languages
- English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of other United Nations official languages is an advantage.
- Assessment
- Special Notice
- United Nations Considerations
- No Fee
- THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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