Administrative Assistant,
Austria - Vienna
UNODC - Office on Drugs and Crime -
Closing Date: 29-April-2017
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| Posting Title: | Administrative Assistant, G5 |
| Job Code Title: | ADMINISTRATIVE ASSISTANT |
| Department/Office: | United Nations Office on Drugs and Crime |
| Duty Station: | VIENNA |
| Posting Period: | 31 March 2017 - 29 April 2017 |
| Job Opening Number: | 17-Administration-UNODC-77090-R-Vienna (O) |
Responsibilities
The incumbent will perform the following specific duties:
• Provide assistance in support of planning and implementation of activities/processes for the Education for Justice Programme (GLOZ82), the Global Programme Against Trafficking (GLOT59) and the Global Programme against Migrant Smuggling (GLOT92); • Perform, under minimal supervision, the full range of office management and administrative support functions; provide direct assistance to the Chief of Section. • Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in the field. • Ensure smooth and efficient information flow within the Section; prepare and process confidential information; assist in the development of office administrative systems and procedures. • Maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the section. • Initiate, process, monitor, review and follow-up on actions related to the administration of the Section’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. • Provide advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary. • Prepare, process and follow-up on administrative arrangements and forms related to the official travel of staff. • Perform other work related duties as assigned.
Competencies• Provide assistance in support of planning and implementation of activities/processes for the Education for Justice Programme (GLOZ82), the Global Programme Against Trafficking (GLOT59) and the Global Programme against Migrant Smuggling (GLOT92); • Perform, under minimal supervision, the full range of office management and administrative support functions; provide direct assistance to the Chief of Section. • Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in the field. • Ensure smooth and efficient information flow within the Section; prepare and process confidential information; assist in the development of office administrative systems and procedures. • Maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the section. • Initiate, process, monitor, review and follow-up on actions related to the administration of the Section’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. • Provide advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary. • Prepare, process and follow-up on administrative arrangements and forms related to the official travel of staff. • Perform other work related duties as assigned.
Professionalism: Has knowledge of general office and administrative support including administrative policies, processes and procedures. Is able to perform a broad range of administrative functions including work programme and human resources related. Is able to understand and apply administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; remains calm in stressful situations.
Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
EducationPlanning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
High school diploma or equivalent.
Work Experience
A minimum of five years of relevant working experience in administrative services, general office support, finance, human resources or related area is required. Experience with SAP based applications (including UMOJA) and Inspira is highly desirable. Experience in programme/project administration and/or technical cooperation related is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview
Other Skills and Requirements
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
If an external candidate is considered, the candidate will be subject to a passing grade on the relevant proctored entry-level examination at the duty station.
Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.
Travel expenses incurred in order to take the examination, as well as recruitment travel is the responsibility of the candidate and will not be reimbursed by the Organization.
If an external candidate is considered, the candidate will be subject to a passing grade on the relevant proctored entry-level examination at the duty station.
Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.
Travel expenses incurred in order to take the examination, as well as recruitment travel is the responsibility of the candidate and will not be reimbursed by the Organization.