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.

Competencies

• Professionalism: Has ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, programme/project management etc. Has ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Is able to guide, build and sustain effective work relationship with subordinates and peers to achieve common goal. Has understanding of United Nations programmes, policies, and coordination mechanisms. Has strong analytical and planning skills, has ability to build a positive and strong team spirit with staff. Has ability to perform analysis, modelling, and interpretation of data in support of decision-making. 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; 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. • Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. • Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

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.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

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.

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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.

No Fee

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.