Administrative Assistant

Vor 7 Tagen

Wien, Österreich United Nations Vollzeit

The position is in the Investigations Division (ID) of the Office of Internal Oversight Services (OIOS) in Vienna, and reports to the Chief of Section in Vienna.

OIOS is the internal oversight body of the United Nations and assists the Secretary-General in fulfilling his oversight responsibilities in respect of the resources and staff of the Organization through the provision of audit, investigation, and inspection and evaluation services.

ID/OIOS investigates reports of possible violations of rules, regulations, mismanagement, misconduct, waste of resources and abuse of authority.

**Responsibilities**:
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
Human Resources Management:

- Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
- Monitors staffing table and maintains relevant statistical records and files.

Budget and Finance:

- Assists in the preparation and review of financial and human resource proposals/requirements for the review of the Administrative Unit and the Executive Office of OIOS.
- Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
- Prepare resource requirements for budget submissions for review by management.
- Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
- Prepares or customizes financial reports from UMOJA system generated reports.
- Coordinates with other finance and budget staff on related issues during preparation of budget reports.

General Administration:

- Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, and personnel matters.
- Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
- Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
- Process request for office supplies, general services, logistics, and office space. Raise UMOJA acquisition documents for the purchase of various office requirements.
- May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Administrative support of investigations:

- Provide support to investigation teams with regards to logistics, operational planning, office administration, information technology requirements and participate in common services management meetings.
- Assists investigators in activities related to planning, organization and conduct of investigations of alleged violations of UN Rules, Regulations and pertinent administrative issuances.
- Assists with the preparation of reports and documentation, including statistical, or investigative findings.
- Initiates or updates information in the case management system, conduct research and background checks using appropriate databases.
- Drafts interview or case summaries and other documents as required.
- Participates in field investigations as required, including translation and interpretation tasks.
- Performs other 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.

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 G

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