Posting Title: Team Assistant, G4
Job Code Title: TEAM ASSISTANT
Department/Office: United Nations Office on Drugs and Crime (UNODC)
Duty Station: Vienna, Austria
Posting Period: 17 May 2021 – 15 June 2021
Job Opening Number: 21-Administration-UNODC-155673-R-Vienna (O)
Staffing Exercise: N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
This position is located in the Office of the Director-General/Office of the Executive Director (ODG/OED). The incumbent will work under the direct supervision of the Policy Coordination Officer and the overall supervision of the Chief of ODG/OED and Strategy Advisor to the Executive Director of UNODC.
For more information on UNODC, please visit our website www.unodc.org.
With assigned authority the incumbent will be responsible for the following duties:
•Perform a wide range of support functions in assisting the Chief of ODG/OED and Strategy Advisor to the Executive Director of UNODC, the Policy Coordination Officer, as well as all other colleagues in ODG/OED, as required.
•Assist in the daily review and processing of information intended for the DG/ED, ensuring accuracy and timeliness of submissions.
•Assist in preparing and monitoring the budget of ODG/OED, including carrying out related tasks in SAP/Umoja and other relevant platforms. Maintain the travel forecast budget table.
•Assist in procurement matters, performing the roles of Procurement Focal Point, requisitioner in Umoja and alternate buyer in procurement matters.
•Respond or draft responses to routine correspondence and other communications; maintain files (both in paper and electronic) and update databases of ODG/OED.
•Proofread documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format. Screen phone calls and arrange access for visitors. Respond to information requests and inquiries, and as necessary, refer inquiries to appropriate personnel for handling. Maintain calendar/schedules/tables, and monitor progress and communicate relevant information to appropriate staff inside and outside the immediate work unit.
•Review, record, distribute and/or process mail and other documents; follow-up on impending actions and deadlines.
•Distribute various correspondences/reports, handle arrangement for printing, translation and editing as necessary; and coordinate shipment arrangements, courier services, etc.
•Perform general administrative tasks (e.g., arrangements for meetings and other events, reservations, etc.), take minutes of meetings as required, prepare and/or process administrative requests/documents (e.g. requisitions, purchase orders, travel requests and visa applications) and provide assistance in HR-matters.
•In the absence of the Liaison Assistant, assist the Chief of the Office as required; review communication to be signed by the DG/ED; ensure proper recording of matters submitted to the DG/ED’s approval and information and update the follow-up table; distribute incoming code cables and prepare outgoing code cables.
•Perform other work-related duties as assigned.
•Professionalism: Has knowledge of general office and administrative support including administrative policies, processes, procedures and applications. 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; has good interpersonal skills and ability to establish and maintain effective working relations with people in a multicultural, multi-ethnic environment with sensitivity and respect for diversity; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
•Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
•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.
High school diploma or equivalent.
A minimum of three years of relevant administrative experience is required.
Experience in office management and administrative support functions is required.
Experience in and good knowledge of computer software (Word, Excel, PowerPoint, Lotus Notes, Outlook etc.) is required.
Experience in working with an ERP system is required, and experience in SAP/Umoja and Inspira is desirable.
Experience in working with Microsoft Teams/SharePoint/OneDrive is desirable.
English and French are the working languages of the United Nations Secretariat. For this position, fluency in English, i.e. oral and written proficiency is required. Knowledge of French and another official United Nations language is an advantage.
Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
Other Skills and Requirements
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.
The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.
Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.