Administrative Assistant
vor 1 Tag
This position is located in the Shared Portfolio Services (SPS) team, Information Technology Service (ITS), Division for Management (DM), United Nations Office at Vienna (UNOV)/United Nations Office on Drugs and Crime (UNODC), in Vienna. The incumbent will work under the direct supervision of the Team Leader of the Shared Portfolio Services and under the overall guidance of the Chief of the Information Technology Service.
**Responsibilities**:
Within assigned authority, the Administrative Assistant will perform the following specific duties:
Human Resources Management
- Enter, maintain and certify administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems.
- Review entitlements-related claims and reports.
- Provide advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
- Maintain and review organizational staffing tables; print and review related reports.
Budget and Finance
- Assist in the preparation and review of financial and human resource proposals/requirements. 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.
General Administration
- Contribute to project management, coordinate and cooperate with different teams within the ITS.
- Provide administrative daily support to the Chief of ITS.
- Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
- Coordinate extensively with service units and liaise frequently with internal team members both at headquarters and in the field.
- 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).
- 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.
Contract Administration
- 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 unitand Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
Other Requirements
- 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 duties as assigned.
Competencies
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.
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
Education
High school diploma or equivalent is required. Supplementary courses/training in accounting, procurement, finance, or other relevant field are desirable. Certifications on Prince 2 Foundation or on ITIL 4.0 are desirable.
Job - Specific Qualification
Certifications on Prince 2 Foundation or on ITIL 4.0 are desirable.
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 Rwa
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