Administrative Assistant

Org. Setting and Reporting

• This position is located in the Shared Portfolio Services (SPS) team, Information Technology Service (ITS), Division for Management (DM), of the United Nations Office at Vienna (UNOV)/United Nations Office on Drugs and Crime (UNODC), in Vienna. The incumbent will work under the direct supervision of the Team Leader of the Shared Portfolio Services and the overall guidance of the Chief of the Information Technology Service.

Responsibilities

Within assigned authority, the Administrative Assistant will perform the following specific duties:

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 UMOJA system generated reports. Summarize, through statistical tables, all departmental proposals reflecting budgetary and programmatic changes, retrieving information from different updated tables from the Budget Information System and compile frequently updated reports.
• Prepare notes of ACABQ and Fifth Committee deliberations on budgetary issues as requested/assigned.
• Co-ordinate with other finance and budget staff on related issues during preparation of budget reports.

General Administration

• Contribute to project management, coordinate and cooperate with different teams within the ITS.
• Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinate extensively with service units and liaise 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.

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.
• Prepare and process all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.
• 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 other work-related duties as assigned.

Education

• High school diploma or equivalent is required. Supplementary courses/training in accounting, procurement, finance, or another relevant field is desirable. Certifications on Prince2 Foundation and on ITIL 4.0 are desirable.

Job – Specific Qualification

• Certifications on Prince2 Foundation and on ITIL 4.0 are desirable. (If you have these, please attach a copy of your certifications to this application.)

Work Experience

• A minimum of seven (7) years of experience in administrative services, budget, finance, accounting, or in a similar field is required. The minimum number of years of relevant experience is reduced to five for candidates who possess a first-level university degree or higher. Experience in preparations, monitoring and reporting of financial activities and budget in an international environment is required.
• Experience in accounting and contract administration including processing and monitoring of the payment of contractors’ invoices is required.
• Experience with an Enterprise Resource Planning (ERP) system is required
• Work experience with SAP/Umoja is desirable.
• Experience in an international organization or within the United Nations system is desirable.
• Working experience in a multicultural environment is desirable. Proficiency of Microsoft Office Applications (including Excel) is required.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position advertised fluency in English is required. Knowledge of another United Nations official language is desirable.

Source: https://careers.un.org/jobSearchDescription/245831?language=en