Assistant to The Secretary of The Commissions

vor 7 Stunden

Wien, Österreich United Nations Vollzeit

This position is located in the Secretariat to the Governing Bodies (SGB), Division for Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC) in Vienna, Austria. The incumbent will work under the overall supervision of the Chief of the Secretariat to the Governing Bodies (SGB), Division for Treaty Affairs (DTA), UNODC.

**Responsibilities**:
Within assigned authority, the incumbent will, in particular, provide full range of administrative support to the Chief and Secretary of the Commission on Narcotic Drugs (CND) and Commission on Crime Prevention and Criminal Justice (CCPCJ), as well as the United Nations Congresses on Crime Prevention and Criminal Justice Commissions. The incumbent will also provide the full range of support for assigned meetings of the Heads of National Drug Law Enforcement Agencies (HONLEAs) and Subcommission meetings, as well as the meetings of the Standing Open-ended Intergovernmental Working Group on Improving the Governance and Financial Situation of the UNODC (FinGov). The incumbent will be responsible for the following specific duties:

- Assist in the overall administration of the department/division, i.e. provide substantive and administrative support in managing priorities and work flow of the manager and of the work unit; coordinate and monitor multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
- Take full responsibility for time management and scheduling on behalf of the manager with appropriate consultation as required; effectively prioritize and resolve related conflicts and competing demands;
- Plan, prepare and maintain the yearly meetings calendar and meetings requirements in eMeets for meetings of the Commissions, HONLEAs, Subcommission, FinGov, etc. in close liaison with the Meetings Management Unit (MMU) of the Conference Management Service (CMS);
- Prepare invitations and assist with the organization and servicing of intersessional meetings and extended bureaux meetings of the Commissions;
- Respond to enquiries and requests from delegations and Permanent Missions;
- Draft correspondence concerning administrative arrangements and substantive issues to meeting participants and permanent missions, including meeting invitations (letters, Notes Verbales, special messages);
- Provide support for the management of the SGB administered web pages, in particular with posting documentation and checking and updating information;
- Make travel arrangements and process reimbursement claims for meeting participants, including travel arrangements for Bureaux members, as required;
- Perform functions of timekeeper of the Secretariat;
- Perform other administrative tasks, as required, such as providing assistance to the recruitment and administration of staff and/or consultants/individual contractors, as well as interns; requesting in-house SAP “UMOJA” user specific roles, organising office equipment, such as phones and laptops, as well as monitoring the related fees;
- Perform other work-related duties as required.

Competencies

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.

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.

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 seven years of progressively responsible experience in conference support and servicing, servicing meetings of intergovernmental bodies, or other related fields, such as administrative support, is required.

Experience using eMeets is desirable.

Work experience within the United Nations system and/or similar international organizations is desirable.

Languages
English and French are the working lan

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