Overview
The Administrative Assistant (G6) role supports the United Nations Environment Programme (UNEP) Europe Office in Vienna. The position focuses on human resources management, budget and finance, general administration, and contract administration.
Key Responsibilities
- Initiates, reviews, processes and follows-up on human resource activities including recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, and separation of staff.
- Oversees the maintenance of vacancy announcement files and reviews/processes personnel actions.
- Monitors staffing table and prepares statistical data/charts.
- Assists in the preparation and review of financial and human resource proposals/requirements.
- Monitors expenditures and prepares adjustments.
- Assists managers in elaborating resource requirements for budget submissions.
- Assists in preparation of budget performance submissions and finalization of budget performance reports.
- Prepares or customizes financial reports from Umoja system generated reports.
- Co-ordinates with other finance and budget staff.
- Drafts routine correspondence to respond to enquiries.
- Coordinates extensively with service units and liaises with internal team members.
- Performs other related administrative duties, as required, including operational travel, monitoring accounts and payments, space planning, office technology needs, and organizing seminars/conferences.
- May be responsible for guiding, training, and supervising junior staff.
- Assists with day-to-day administration of contracts with external contractors.
- Audits contractors' invoices and requests payment.
- Prepares and processes UN forms and permissions for staff.
- Assists with the collection and analysis of data and preparation of data presentations and reports.
- Assists with visualizations and updating information material.
Required Experience
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.
Qualifications
High school diploma or equivalent is required. Relevant training in the field of accounting, finance and business administration is required.
