The post is located in the Conference Support Section (CSS), Corruption and Economic Crime Branch (CEB), Division for Treaty Affairs (DTA) of the United Nations Office on Drugs and Crime (UNODC), in Vienna. The incumbent will work under the direct supervision the Chief of the Section and the overall guidance of the Chief of the Branch.
Responsibilities
- Perform a wide range of office support and administrative functions;
- Respond or draft responses to routine correspondence and other communications; use standard word processing package to produce a wide variety of large, complex documents and reports;
- Monitor processes and schedule the unit’s outputs, products, tasks etc.; where applicable, assist in the verification of receipt and accuracy of requisite documents, approvals, signatures etc. to ensure compliance with relevant legal, financial and other requirements;
- Research, compile and organize information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences etc.;
- Generate a variety of standard statistical and other reports, work orders etc., using various databases;
- Screen phone calls and visitors; respond to moderately complex information requests and inquiries (e.g. answer requests requiring file search) and, as necessary, refer inquiries to appropriate personnel for handling;
- Provide secretarial, administrative and logistics support to meetings, boards, committees, conferences etc.;
- Assist in the maintenance of websites by scanning, converting and posting a variety of documents onto the site;
- Assist in the preparation of presentation materials using appropriate technology/software;
- Maintain calendar/schedules; monitor changes and communicates relevant information to appropriate staff inside and outside the immediate work unit;
- Perform data entry and extraction functions;
- Review, record, distribute and/or process mail and other documents; follow up on impending actions;
- Update and maintain large distribution lists; monitor, prepare and distribute various materials, reports, where possible using electronic formats; handle arrangements for printing and translation as necessary; coordinate shipment arrangements, courier services etc.;
- Perform general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications);
- Maintain files (both paper and electronic) and databases for work unit;
- Perform other work duties as assigned.
Competencies
Professionalism: Has knowledge of general office and administrative support including administrative policies, processes and procedures. 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; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
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.
Planning and 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.
Education: High-school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) or the Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices away from Headquarters.
Work Experience: A minimum of three years of experience in general office and administrative support including administrative policies, processes and procedures is required. Experience in programme or project administration is highly desirable. Proven hands on experience with information management systems such as IMIS (Integrated Management Information System), or similar is highly desirable.
Languages: English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English, i.e. oral and written proficiency, is required. Knowledge of another official United Nations language is an advantage.
Location: Vienna, Austria
Application deadline: 03 August 2015
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