Administrative Assistant

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UNOV - United Nations Office at Vienna

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Application deadline 11 months ago: Friday 28 Apr 2023 at 23:59 UTC

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Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

Org. Setting and Reporting This position is located in the Office of the Chief, Conference Management Service (CMS), Department for General Assembly and Conference Management (DGACM) in Vienna. CMS operates administratively under the Division for Management (DM) at the United Nations Office at Vienna (UNOV). The incumbent will work under the direct supervision of the Conference Management Service Officer and the overall guidance of the Chief, CMS.

For additional information, please visit the UNOV website: www.unov.org.

Responsibilities Within assigned authority, the incumbent will be responsible for the following specific duties:

General Administration - Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. - Handle a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.). - Organize official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.). - Establish/improve administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems. - Participate in the collection and analysis of data, including for the preparation of presentations and reports. - Assist with visualizations and updating information material such as web pages etc.. - Coordinate extensively with sections and units within CMS, administrative services at UNOV/UNODC and liaise frequently with internal team members both in Vienna and at other Duty Stations. - Act as focal point in core administrative areas as assigned. - Maintain electronic files of rules, regulations, administrative instructions and other related documentation. - Prepare, process and classify confidential information. - May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Human Resources Management - Initiate, review, process and follow-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, lateral reassignments, performance appraisal, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. - Coordinate the recruitment of consultants and individual contractors, ensuring consistency in the application of UN rules and procedures and following-up with HRMS. - Oversee the maintenance of vacancy announcement files and keep track of status of vacancy announcements; participate in recruitment and placement exercises, including building vacancies, screening applications, providing support in the drafting of tests, coordinating interviews, etc. - Respond to enquiries and provide 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. - Act as a Senior Time Administrator for CMS and provide expert guidance to managers and staff; manage the recording of attendance for temporary staff for meetings; review source documents for completeness, accuracy, and validity; investigate erroneous payments and take corrective actions; liaise with HRMS/FRMS as necessary; communicate with and advise temporary staff on the status of their payments. - Act as back up for the Senior Administrative Assistant. - Perform other work-related duties, as required.

Competencies - Professionalism: Has knowledge of the UN conference services policies and practices including the relevant operational procedures in financial and human resources area. Has understanding of the functions, the organization and the roles of Conference Management Service sections/units. Has ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Has ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Has ability to perform analysis, modeling, 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; 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.

  • 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 & 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 Passing the Global General Service Test (GGST) is a prerequisite, i.e. is required, for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

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 services, general support or related area is required.

Work experience with an enterprise resource planning (ERP) system is required.

Work experience in administrative services, statistical analysis, budget activities, finances and/or human resources is desirable.

Work experience with SAP/Umoja system is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of other official United Nations languages is an advantage.

Assessment Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for 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.

Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.

Added 11 months ago - Updated 10 months ago - Source: careers.un.org