Administrative Assistant - Telecommunications

Job Posting Organization:
The position is located within the Shared Portfolio Services (SPS) team of the Information Technology Service (ITS) at the United Nations Office at Vienna (UNOV) and the United Nations Office on Drugs and Crime (UNODC). The UNOV was established to support the work of the United Nations in Vienna, focusing on various global issues including drug control, crime prevention, and international security" style="border-bottom: 1px dotted #007bff !important;">security. The organization operates in multiple countries and employs a diverse workforce dedicated to promoting peace, security, and human rights. The UNOV aims to foster international cooperation and provide a platform for dialogue among member states.

Job Overview:
The Administrative Assistant for Telecommunications will play a crucial role in managing and supporting the telecommunications services within the UNOV. This position involves acting as the contract management responsible staff for mobile and landline communications, providing administrative support, and liaising with service providers, procurement teams, and technical teams. The incumbent will assist in budget preparation, track payments, and analyze usage for cost recovery related to mobile devices and accessories. The role requires a proactive approach to ensure business continuity for communication services and effective management of contracts with internet service providers. The assistant will also be responsible for monitoring expenditures, creating shopping carts, and processing payment requests. This position demands strong organizational skills and the ability to coordinate extensively with various service units and internal team members, ensuring smooth operations and adherence to UN policies and procedures.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Acting as the contract management responsible staff for mobile and landline communications, providing administrative support and liaising with service providers.
• Assisting in the preparation of budgets related to mobile and landline communications, including planning requirements and estimating costs.
• Tracking payments to service providers and monitoring invoices and expenditures.
• Undertaking analysis of usage and preparing estimates for cost recoveries for mobile devices and accessories.
• Creating shopping carts and purchase orders, monitoring invoices, and adjusting budgets as necessary.
• Managing contracts for internet service providers and assisting in planning business continuity for communication services.
• Handling cost recoveries for ITS support for video conferencing and related services.
• Drafting routine correspondence and coordinating with service units.
• Assisting with data collection and analysis, preparing presentations and reports. 1
• Administering contracts between the UN and external contractors, verifying invoices, and processing payments. 1
• Maintaining time and attendance records and assisting with human resource activities. 1
• Performing other related administrative duties as assigned.

Required Qualifications:
The position requires a high school diploma or equivalent, with supplementary courses or training in accounting, procurement, finance, or a relevant field being desirable. Candidates should possess strong administrative skills, particularly in IT areas such as cost-recovery, budgeting, procurement, and database management. Knowledge of United Nations administrative, financial, and human resources rules is essential. The ability to build effective working relationships and a strong understanding of telecommunications and internet provision services is also required. Candidates should demonstrate professionalism, planning and organizing skills, and client orientation.

Educational Background:
A high school diploma or equivalent is required for this position. Additional training or courses in accounting, procurement, finance, or related fields are considered desirable and would enhance a candidate's qualifications for the role.

Experience:
Candidates must have a minimum of five years of experience in administration, accounting, budgeting, or project management related to telecommunication services. This requirement is reduced to three years for those with a first-level university degree or higher. Experience in contract management, including processing and monitoring payments, is essential. Familiarity with an Enterprise Resource Planning (ERP) system is required, and proficiency in Microsoft Office Applications, particularly Excel, is necessary. Experience with SAP/Umoja and procurement of telecommunication services is desirable, as is experience working in a multicultural environment or within the United Nations system.

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 United Nations official language is desirable, and knowledge of German is particularly beneficial due to the need for communication with local providers.

Additional Notes:
This position is subject to local recruitment, meaning applicants must be authorized to work for the United Nations in Vienna. Those selected from outside the duty station will be responsible for their relocation expenses. Local recruits are not eligible for allowances or benefits exclusive to international recruitment. The United Nations emphasizes the importance of recruiting staff on a wide geographical basis and promotes gender equality in its workforce. The organization maintains a non-smoking environment and provides reasonable accommodations for applicants with disabilities upon request. Staff members are subject to the authority of the Secretary-General and may be assigned to various activities or offices as needed.