Administrative Assistant

Job Posting Organization:
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system, and serves as an authoritative advocate for the global environment. UNEP operates in multiple countries and has a mission to encourage sustainable development through sound environmental practices. The organization is committed to addressing environmental issues on a global scale and works collaboratively with various stakeholders to achieve its goals.

Job Overview:
The Administrative Assistant position at UNEP is crucial for supporting the administrative functions of the Europe Office located in Vienna. The incumbent will work under the supervision of the Administrative Officer and the Head of the Vienna Programme Office. The role involves a variety of tasks related to human resources management, budget and finance, general administration, and contract administration. The Administrative Assistant will be responsible for ensuring that the office runs smoothly and efficiently, providing essential support to the team and contributing to the overall mission of UNEP. This position requires a proactive approach to problem-solving and the ability to manage multiple tasks effectively while adhering to UN rules and procedures.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include initiating, reviewing, processing, and following up on human resource activities such as recruitment, placement, promotion, and performance appraisal. The incumbent will oversee the maintenance of vacancy announcement files, monitor staffing tables, and prepare relevant statistical data. In terms of budget and finance, the Administrative Assistant will assist in preparing financial proposals, monitor expenditures, and prepare budget performance reports. General administrative duties include drafting correspondence, coordinating with service units, and managing operational travel programs. The role also involves contract administration, where the incumbent will audit contractor invoices, request payments, and assist with data collection and analysis for reporting purposes. The Administrative Assistant may also guide and supervise junior staff members.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with relevant training in accounting, finance, or business administration. A minimum of seven years of relevant experience in administrative services, human resources, or finance is required, with a reduction to five years for candidates holding a first-level university degree or higher. Experience within the United Nations System or similar organizations is desirable, as is familiarity with office automation techniques and Enterprise Resource Planning (ERP) systems such as Umoja. Additionally, experience in data analytics is beneficial.

Educational Background:
The educational background required for this position includes a high school diploma or equivalent. Candidates with relevant training in accounting, finance, or business administration will be preferred. A first-level university degree or higher can reduce the required years of experience, making it an advantageous qualification for applicants.

Experience:
The position requires a minimum of seven years of relevant experience in administrative services, human resources, general office support, finance, accounting, or a related area. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to five years. Experience working within the United Nations System or similar organizations is highly desirable, as is familiarity with office automation techniques and ERP systems. Additionally, candidates should have at least one year of experience in data analytics or a related field.

Languages:
English is the required working language for this position, with a minimum proficiency level of UN Level III in reading, writing, listening, and speaking. French is also a working language of the United Nations Secretariat, but there are no additional desirable languages specified for this job opening.

Additional Notes:
The appointment for this position is limited to the United Nations Environment Programme and is for an initial period of one year, subject to extension based on the continued existence of the mandate and availability of funding. The position is subject to local recruitment, meaning that applicants must be authorized to work in Austria. External candidates selected for this position will receive a fixed-term appointment limited to the entity. Staff members subject to local recruitment are not eligible for allowances or benefits applicable to international recruitment. The United Nations is committed to achieving gender balance and encourages female candidates to apply. All applicants are urged to apply online as soon as possible after the job opening is posted.