Staff Assistant

Job Advertisement

Position Title: Staff Assistant
Location: Vienna
Country: Austria
Deadline Date: Not specified

Job Details

Job Posting Organization:
The position is located within the Laboratory and Scientific Services (LSS) of the United Nations Office on Drugs and Crime (UNODC). UNODC was established to assist Member States in their struggle against illicit drugs, crime, and terrorism. The organization operates globally, with a mission to promote justice, security" style="border-bottom: 1px dotted #007bff !important;">security, and health. UNODC employs a diverse workforce and is committed to fostering a culture of respect and inclusion. The organization works in various countries to implement programs and initiatives aimed at combating drug trafficking, organized crime, and corruption, among other issues.

Job Overview:
The Staff Assistant will play a crucial role in supporting the operations of the Laboratory and Scientific Services Branch (DLSSB) within UNODC. This position involves a variety of administrative tasks that are essential for the smooth functioning of the office. The incumbent will be responsible for providing general office assistance, responding to complex inquiries, maintaining records, and organizing meetings and workshops. The role requires a proactive approach to managing administrative data and ensuring compliance with organizational policies. The Staff Assistant will also assist in the recruitment process for interns and consultants, manage travel arrangements, and coordinate procurement activities. This position is vital for facilitating communication and collaboration within the organization and with external partners.

Duties and Responsibilities:
The Staff Assistant will have a comprehensive set of responsibilities, including but not limited to: providing general office assistance, responding to inquiries, managing correspondence, and maintaining files and records. The incumbent will enter and certify administrative data related to time and attendance, assist in recruitment processes, and manage leave plans. Additionally, the Staff Assistant will prepare and process administrative arrangements for staff travel, draft correspondence, and maintain documentation related to rules and regulations. The role also involves coordinating procurement activities, monitoring accounts, and ensuring timely follow-up on administrative actions. The Staff Assistant will review import certificates for controlled substances, liaise with various sections within DLSSB, and assist in data collection and analysis for reporting purposes. Other duties may include updating information materials and organizing seminars and conferences.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A first-level university degree or higher can reduce the required work experience from five years to three years. The position requires a minimum of five years of experience in general office support or related areas. Experience with Enterprise Resources Planning (ERP) systems is mandatory, and familiarity with SAP-based systems such as Umoja is desirable. Candidates should have experience in organizing meetings and workshops, as well as in the administrative coordination of procurement activities. Experience in data collection and analysis, along with report preparation, is also beneficial.

Educational Background:
The educational requirement for this position is a high school diploma or equivalent. However, candidates with a first-level university degree or higher will have a competitive advantage, as this reduces the required work experience to three years. The educational background should ideally include coursework or training relevant to office administration, management, or a related field.

Experience:
The position requires a minimum of five years of relevant work experience in general office support, technical cooperation, or a related area. This experience is crucial for understanding the administrative processes and functions within the UNODC. Candidates with a first-level university degree or higher will only need three years of experience. Experience with ERP systems, particularly SAP, is essential, and familiarity with organizing meetings and workshops is highly desirable. Additionally, experience in procurement coordination and data analysis will be advantageous for candidates.

Languages:
Fluency in English is required for this position, as it is one of the working languages of the United Nations Secretariat. Knowledge of another official UN language, such as French, is considered an advantage and may enhance a candidate's application. Proficiency in multiple languages can be beneficial in a multicultural work environment like the UN.

Additional Notes:
This position is subject to funding availability, and the initial appointment will be for a period of one year. The extension of the appointment is contingent upon the extension of the mandate and/or availability of funds. The position is subject to local recruitment, meaning that applicants must be authorized to work in Austria. Those selected from outside the duty station will be responsible for their relocation expenses. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The United Nations emphasizes the importance of diversity and inclusion in its workforce and is committed to creating a respectful environment for all employees.