Programme Assistant

Organizational Background

The Preparatory Commission for the Comprehensive Nuclear-Test-Ban Treaty Organization with its headquarters in Vienna, Austria is the international organization setting up the global verification system foreseen under the Comprehensive Nuclear-Test-Ban Treaty (CTBT), which is the treaty banning any nuclear-weapon-test explosion or any other nuclear explosion. The Treaty provides for a global verification regime, including a network of 337 stations worldwide, a communications system, an international data centre and on-site inspections to monitor compliance.

Organizational Setting

• 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.

Reporting Lines

• Under the supervision of the Chief, Monitoring Facilities Support Section, International Monitoring System Division, to:

Duties and Responsibilities

• Keep track of all projects, requisitions and purchase orders raised within the Section and monitor their movement, drawing attention to delays or problems; maintain contact with the divisional administrative officer for the monitoring of allotment accounts and codes, budget expenditures and recapitalization funds;
• Provide administrative support to the Section by drafting official correspondence and documents, preparing presentations, statistics and other related information using MS Office tools; keeping track of staff attendance; submitting staff requests for mobile phones, office space, and meeting rooms;
• Prepare and submit Shopping Carts in support of the Section´s activities;
• Consolidate the training and travel plan for the Section; assist section personnel with their travel arrangements and keep track of all duty travel reports;
• Keep track of all Policy Making Organization (PMO) meetings and all PTS contribution requirements (Annual Report, Annual Programme and Budget, OES technical notes, etc.) for the Section (presentations, papers or other contributions), format initial drafts for further section and unit head input, circulate and consolidate provided input, ensuring timely submission;
• Arrange meetings to support IMS Sustainment and activities in the Section, draft the agenda and send out background material; take minutes at meetings and prepare a first draft for review; send out the approved minutes;
• Follow up on the Section’s Performance Indicator – compiling and reporting as necessary to technical colleagues and management;
• Maintain and coordinate the Section’s electronic document management system, files and all other relevant background materials;
• Perform other duties as assigned.

Education

• Completed secondary education and appropriate training in the office administration or related fields;

Work Experience and Qualifications

• At least three (3) years relevant working experience, in particular in the field of administrative services, general office support or related area, preferably part of which should have been in an international environment;
• Experience with project management is an asset;
• Good knowledge of Microsoft Office applications, including Words, Excel and Teams is essential;
• Ability to input information and execute simple queries from databases;
• Working knowledge of SAP/ERP is an asset;
• High degree of accuracy and ability to pay attention to detail, and to follow written procedure;
• Ability to draft clear and concise official documents, as well as technical meeting notes is an asset.

Languages

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

Source: https://career2.successfactors.eu/career?career_ns=job_listing&company=ctbtoprepa&career_job_req_id=2182