Administrative Assistant, G6

The Administrative Assistant supports the UNEP Europe Office in Vienna by managing human resources administration, budget and finance tasks, general administration, and contract administration. The role involves coordination with various internal and external stakeholders and may include supervising junior staff.

Responsibilities

• Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, ensuring consistency in the application of UN rules and procedures.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Monitors staffing table and prepares relevant statistical data/charts.
• Assists in the preparation and review of financial and human resource proposals/requirements and consolidates budget/work programme.
• Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
• Assists managers in the elaboration of resource requirements for budget submissions.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
• Prepares or customizes financial reports from Umoja system generated reports.
• Coordinates with other finance and budget staff on related issues during preparation of budget reports.
• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, including operational travel programme, monitoring accounts and payment to vendors and individual contractors, physical space planning, office technology needs and maintenance, organizing seminars, conferences and translations.
• May be responsible for guiding, training, and supervising the work of more junior General Service staff.
• Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
• Audits contractors' invoices against goods and services provided and approved by the UN.
• Requests payment of contractors' invoices and monitors payments.
• Prepares and processes all UN forms and permissions for contractual and work Unit staff, including passes and access permissions.
• Assists with collection and analysis of data as well as preparation of data presentations and reports for information sharing, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.

Requirements

• High school diploma or equivalent is required.
• Relevant training in the field of accounting, finance and business administration is required.
• A minimum of seven (7) years of relevant experience in administrative services, human resources, general office support, finance, accounting, or related area is required.
• The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.
• Working experience within the United Nations System or similar organization is desirable.
• Work experience with office automation techniques for text processing, spreadsheets and databases is desirable.
• Experience working with an Enterprise Resource Planning (ERP) system, such as Umoja is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.
• English language proficiency at UN Level III in reading, writing, listening and speaking is required.

Skills

• Accounting
• Finance
• Business Administration
• Administrative Services
• Human Resources Administration
• General Office Support
• Office Automation Software
• Text Processing
• Spreadsheets
• Databases
• Enterprise Resource Planning
• Umoja
• Data Analytics
• Budget Management
• Contract Administration
• Stakeholder Coordination
• Supervisory Abilities

Languages

English