Administrative Assistant

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, which includes various international organizations and agencies. The UNODC focuses on issues related to drugs and crime, promoting justice and security" style="border-bottom: 1px dotted #007bff !important;">security worldwide. The organization aims to foster international cooperation and provide technical assistance to member states. The UN employs a diverse workforce and operates in multiple countries, emphasizing the importance of efficiency, competence, and integrity in its operations.

Job Overview:
The Administrative Assistant will play a crucial role in supporting the SPS team by managing various administrative functions. This includes coordinating with service units, providing guidance on travel policies, and assisting with data collection and analysis. The incumbent will be responsible for maintaining accurate records, assisting with human resources management, and monitoring budget expenditures. The position requires a proactive approach to problem-solving and the ability to work collaboratively with team members and stakeholders. The Administrative Assistant will also be involved in contract management and ensuring compliance with UN regulations. This role is essential for the smooth operation of the SPS team and contributes to the overall mission of the UN.

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

• Coordinating with service units and internal team members to facilitate communication and collaboration.
• Providing guidance to staff on travel policies and procedures, assisting with complex itineraries, and liaising with travel agencies.
• Maintaining reporting and filing systems, consolidating information from various sources.
• Assisting in data collection and analysis for reporting and decision-making purposes.
• Supporting the administration of human resource activities, including recruitment and performance appraisal processes.
• Monitoring budget expenditures and assisting in budget preparation and reporting.
• Managing contract-related responsibilities, including auditing invoices and processing payments.
• Performing other administrative tasks as assigned by the supervisor.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. Supplementary training in finance, budget, accounting, human resources, or related fields is desirable. Knowledge of administrative, financial, and human resources regulations is essential. Proficiency in Microsoft Office applications, particularly Excel, is required. Candidates should demonstrate strong organizational skills and the ability to manage multiple tasks effectively. Experience with Enterprise Resource Planning (ERP) systems is also necessary, as is the ability to work in a team-oriented environment.

Educational Background:
A high school diploma or equivalent is required for this position. Additional courses or training in finance, budget, accounting, human resources, supply chain, procurement, or similar fields are highly desirable. Candidates with supplementary training in data analysis will have an advantage. A first-level university degree or higher can reduce the required work experience from five years to three years.

Experience:
A minimum of five years of work experience in administrative services, specifically in finance, budget, accounting, or human resources, is required. Candidates with a first-level university degree or higher may qualify with three years of relevant experience. Experience with ERP systems and proficiency in preparing and monitoring budgets or human resources activities is essential. Previous work experience in an international organization and familiarity with information and computer technology services is desirable.

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, such as French, is considered an advantage and may enhance a candidate's application.

Additional Notes:
This position is subject to local recruitment, meaning applicants must be authorized to work in Austria. Selected candidates 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 is committed to diversity and inclusion, ensuring equal opportunities for all applicants regardless of gender identity, sexual orientation, race, or disability. The organization emphasizes the importance of maintaining high standards of efficiency and integrity in its recruitment process.