Overview
The Administrative Assistant will provide administrative support to the Office of the Director, Division for Policy Analysis and Public Affairs, United Nations Office on Drugs and Crime in Vienna. The role involves organizing meetings, managing calendars, and assisting with human resources and administrative tasks.
Key Responsibilities
- Organize meetings on behalf of the Director DPA; manage his/her calendar and assist in collection of background documents.
- Prepare Director’s official missions in the Enterprise Resources Planning (ERP) system.
- Act as the Division’s focal point for Human Resources Management related issues: initiate, review, process and follow up on actions related to the administration of the Division’s human resource activities, e.g., recruitment of staff, including completing tasks relating to the Inspira-based recruitment system such as creating job openings, organizing written tests, organizing interviews, preparing preliminary and final assessments, etc; process and follow up on actions related to placement, promotion, relocation of staff, job classification reviews, separation of staff members, 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 job opening files and keep track of status of job openings. Review, process and keep track of personnel actions.
- Monitor staffing table and prepare relevant statistical data/charts.
- Assist in the preparation and review of human resources proposals/requirements including for budget submissions.
- Assist in the preparation and consolidation of quarterly travel reports and travel plans.
- Prepare correspondence to respond to enquiries in respect to relevant administrative and personnel matters.
- Provide support for the Division in finance/budget, project management and administrative tasks.
- 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.
- Perform other work-related duties as required.
Required Experience
A minimum of 7 years of work experience in administrative services, finance, human resources or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Work experience in end-to-end staff recruitment process is required. Strong experience in budget, finance and programme support is required. Work experience in providing support to managerial staff is desirable. Experience in working with the United Nations system or similar international organization is desirable. Experience with an Enterprise Resources Planning (ERP) system (such as SAP) in budget and finance is desirable. Experience in working with United Nations Human Resources management systems, such as Inspira is desirable.
Qualifications
High school diploma or equivalent.
