Team Assistant

Job Posting Organization:
The position is located at the United Nations security" style="border-bottom: 1px dotted #007bff !important;">Security and Safety Service (SSS-Vienna), which is part of the Division for Management at the United Nations Office at Vienna (UNOV). The SSS is responsible for ensuring the safety and security of UN personnel and facilities in Vienna. The organization operates with a mission to maintain a secure environment for the UN's operations and to support the various units within the UNOV. The SSS comprises several units, including Operations, Special Operations, and Operations Support, and is led by the Chief of Service. The UNOV is a significant hub for international diplomacy and cooperation, hosting various UN agencies and organizations.

Job Overview:
The Team Assistant position is crucial for supporting the operational functions of the Security and Safety Service at UNOV. The role involves assisting with the management and issuance of access cards, ensuring compliance with access control policies, and maintaining communication with various stakeholders, including conference organizers and VIC-based organizations. The Team Assistant will also perform a variety of administrative tasks, such as drafting correspondence, processing sensitive documentation, and generating reports. This position requires a proactive approach to office support and a commitment to maintaining high standards of professionalism and client service. The Team Assistant will report directly to the Head of the Pass and ID Sub-Unit and will play a vital role in facilitating the smooth operation of security services at UNOV.

Duties and Responsibilities:
The Team Assistant will be responsible for a wide range of duties, including: assisting with the management and issuance of access cards to staff, delegates, and visitors; verifying identification documents to ensure compliance with access control policies; registering meeting participants and issuing conference access cards; maintaining liaison with focal points of VIC-based organizations; performing various office support and administrative functions; responding to routine correspondence; processing sensitive documentation related to official documents and identification cards; generating statistical reports; screening phone calls and visitors; performing data entry and extraction functions; updating and maintaining registration lists; and performing other work-related duties as assigned. The role requires attention to detail and the ability to handle sensitive information with discretion.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. The position requires at least three years of experience in general office support or a related area. Experience in confirming identification through official documents and dealing with diplomatic clients is desirable. Candidates should demonstrate a strong understanding of office administrative policies and procedures, as well as the ability to resolve conflicts and maintain professionalism in challenging situations. The role demands a commitment to gender equality and the ability to work effectively in a diverse environment.

Educational Background:
A high school diploma or equivalent is required for this position. There are no specific job-related qualifications mentioned, but a background in administrative support or office management would be beneficial.

Experience:
The position requires a minimum of three years of experience in general office support or a related field. Experience in confirming identification through official documents and working with diplomatic clients is considered an asset. Candidates should have a proven track record of providing administrative support in a professional environment.

Languages:
Fluency in English is required, as it is one of the working languages of the United Nations Secretariat. A working knowledge of German is desirable, and knowledge of another official UN language is considered an advantage. Effective communication skills in both written and spoken forms are essential for this role.

Additional Notes:
This position is subject to local recruitment, meaning that applicants must be authorized to work for the United Nations in Vienna. Candidates 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 is committed to creating a diverse and inclusive work environment and encourages female candidates to apply. The recruitment process will adhere to the highest standards of efficiency, competence, and integrity, with a focus on geographic diversity.