Administrative Assistant

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Description

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This position is located in the International Monitoring Systems (IMS) Division that applies engineering and science to develop, instantiate, and to operate measurement stations around the world as well as to receive, process and disseminate the data collected by these stations as well as related analysis products.

This position is located in the CTBTO Technology Support and Training Centre (Seibersdorf).

Reporting Lines

Under the supervision of the Head, Technology Support and Training (TeST) Centre, to: 

Duties and Responsibilities

• Provide general administrative and secretarial support to the TeST Centre; maintain and coordinate the TeST Centre electronic document management system, files and all other background material;
• Arrange meetings, draft the agenda, prepare and send out background material; take minutes at meetings and prepare a first draft for review; send out approved minutes, remind participants of follow-up action required and deadlines, and keep the supervisor informed of any delays; 
• Assist with receiving and recording of incoming invoices, facilitate the routing of documents and transactions requiring approvals and signatures, maintain logs and archive of memoranda and other important documents;
• Assist in the collection of relevant (technical) data inputs and provide assistance in administering the asset management and other databases in SAP;
• Keep track of the budget and procurement related tasks, and maintain the technical and financial information and documentation points of contact and related data, as well as process Shopping Carts in support of the TeST Centre’s activities;  
• Support the organization and administration of trainings, tests, exercises and other events organized by the technical divisions at the TeST Centre and CTBTO Headquarters; as necessary, prepare announcements, agendas, compile background material; keep checklists and assist in preparing presentations;
• Act as the timekeeper for the TeST Centre to ensure attendance and leave records in the system are properly recorded and updated;
• Perform other duties as assigned.

Education

• Completed secondary education and appropriate office training. 

Work Experience and Qualifications

• At least three years relevant working experience, in particular in the field of administrative services, general office support, procurement or facilities management, preferably part of which should have been in an international environment;
• A good knowledge of Microsoft Office and other computer applications is essential;
• Knowledge of AutoCAD would be of advantage;
• Experience with the use of databases would be an asset;
• Knowledge of Enterprise Resource Planning (ERP) systems such as SAP is desirable;
• High degree of accuracy and ability to pay attention to detail, and to follow written procedure;
• Excellent organizational skills and the proven ability to deliver projects within assigned deadlines;
• Ability to prioritize and manage a high-volume workload in a fast-paced work environment;
• Ability to build strong relationships with clients, focus on impact and respond positively to constructive feedback;
• Driving license category B is desirable.

Languages

• Excellent written and oral communication skills in English are essential. Knowledge of other official CTBTO languages (Arabic, Chinese, French, Russian and Spanish) is desirable. 

Source: https://career2.successfactors.eu/career?career_ns=job_listing&company=ctbtoprepa&career_job_req_id=2024

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