Administrative Assistant

Org. Setting and Reporting

This position is located at the United Nations Security and Safety Service (SSS-Vienna), Division for Management, United Nations Office at Vienna (UNOV). The incumbent will work under the direct supervision of the Security Coordination Officer (Assistant Chief) and overall supervision of the Chief of Service. For more information on UNOV and UNODC, please visit the websites at www.unov.org and www.unodc.org

Responsibilities

Within limits of the assigned authority, the Administrative Assistant may be responsible for the following duties in the assigned area of work: Human Resources Management

• Initiate, review, process and follow-up on actions related to the administration of the units’ human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
• Respond to enquiries and provide information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
• Oversee the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Monitor staffing table and prepare relevant statistical data/charts.

Budget and Finance

• Assist in the preparation and review of financial and human resource proposals/requirements. Consolidate budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement.
• Monitor expenditures and compare with approved budget; prepare adjustments as necessary.
• Assist managers in the elaboration of resource requirements for budget submissions.
• Assist in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
• Prepare or customize financial reports from SAP/Umoja.
• Co-ordinate with other finance and budget staff on related issues during preparation of budget reports.

Contract Administration

• Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audit the contractors’ invoices against the goods and services provided by the contractor and approved by the UN.
• Process the payment of contractors’ invoices and monitor payments.
• Create low value acquisitions and shopping carts in Umoja in accordance with United Nations rules and regulations.
• Initiate bidding exercises for low value procurement outside of contractual agreements.
• Assist with registration of new vendors for low value purchase agreements.

General Administration

• Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinate extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Perform other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
• Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assist with visualizations and updating information material such as web pages or brochures.
• Perform any other duties as required.

Education

• High school diploma or equivalent is required.

Work Experience

• Seven years of progressively responsible work experience in administrative services, finance/budget, human resources, procurement or related area is required. The minimum years of experience is reduced to five for candidates who possess a first level university degree or higher. Experience with budget preparation, budget monitoring and funds management is required. Experience in Enterprise Resources Planning (ERP) systems is required. Experience in working with human resources activities and applications such as Inspira and other organizational systems is desirable. Experience in procurement and administration of goods and services in Umoja (SAP) is desirable. Experience in working with service cost recovery is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. A working knowledge of German is desirable. Knowledge of another official UN language is an advantage.

Source: https://careers.un.org/jobSearchDescription/247243?language=en