ADMINISTRATIVE ASSISTANT

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

Org. Setting and Reporting

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

General Administration • Coordinate extensively with service units and liaise frequently with internal team members both at headquarters and in the field. • Provide guidance to staff members on official travel, provide information on travel policy and procedures, itineraries and entitlements. Liaise with Travel Unit, contracted travel agency on complex itineraries and issuance of tickets, other relevant stakeholders as required. Provide ERP support on travel related issues to staff members. • Consolidate information received from various sources and services, maintain reporting and filing. • 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. • Provide administrative assistance concerning the timely renewals of cooperation and service level agreements with internal and external clients. Assist in providing regular reporting and coordinate accurate reporting and invoicing for the services provided. • Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial, audit, personnel matters. • Assist with visualizations and updating information material such as web pages, intranet or other resources. Human Resources Management • As member of a team assist in initiating, processing, monitoring, reviewing and following-up on actions related to the administration of the ITS human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. • Enter, maintain and certify administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. • Assist in reviewing entitlements-related claims and reports. • Research and provide guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary. • Assist in maintaining and review organizational staffing tables; print and review related reports. • Assist new ITS staff members with induction, coordination of accesses, space allocation, etc. Budget and Finance • As member of a team monitor status of expenditures and allotments through ERP, records variations, updates budget tables. • Consolidate data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies. • Review status of relevant expenditures and compares with approved budget. • Review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. • Assist in the preparation of budget performance submissions. • Prepare statistical tables and standard financial reports. • Assist in coordination of billing and reporting on landline and mobile communication services provided to internal and external clients. • Assist in collecting information, consolidation with the necessary information to run the periodic cost allocation for workstation and mobile phone charges. Contract Management related responsibilities • Assist with day-to-day contract management related responsibilities. • Assist in auditing 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. Monitor the expiry dates and contracts amounts use. • Prepare and process all UN forms and permissions for contractual and work unit and Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. Other Requirements • Perform other work-related duties as assigned.

Competencies

• Professionalism: Has ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, programme/project management etc. Has ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Is able to guide, build and sustain effective work relationship with subordinates and peers to achieve common goal. Has understanding of UN programmes, policies, and coordination mechanisms. Has strong analytical and planning skills, ability to build a positive and strong team spirit with staff. Has the ability to perform analysis, modelling and interpretation of data in support of decision-making. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. The ability to perform analysis, modelling and interpretation of data in support of decision-making. • 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. • 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.

Education

High school diploma or equivalent. Supplementary courses/training in finance, budget, accounting, human resources, supply chain, procurement, or other relevant field are desirable. Supplementary courses/trainings in data analysis are desirable.

Job - Specific Qualification

Not available.

Work Experience

A minimum of five (5) years of work experience in administrative services (finance and/or budget and/or accounting and/or human resources) services is required. A minimum of three (3) years of work experience in preparing, monitoring and reporting of budgets or in accounting is desirable. Experience within ERP system is required. Work experience with SAP/Umoja is desirable. Work experience in an international environment is desirable. Work experience in an international organization or within the United Nations system is desirable. Work experience in preparing, monitoring and reporting of human resources activities is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised fluency in English is required. Knowledge of another United Nations official language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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.