Team Assistant (Temporary), 2 positions

Organizational Context

The United Nations Office for Outer Space Affairs (UNOOSA) in Vienna promotes international cooperation in the peaceful uses of outer space. This role is situated within the Office of the Director, providing crucial administrative and logistical support to the Deputy-Director to facilitate office-wide events and activities, contributing to UNOOSA's mandate.

Job Purpose

This role provides essential administrative and logistical support for the organization of international workshops, conferences, and Technical Advisory Missions (TAMs) within the United Nations Office for Outer Space Affairs (UNOOSA). The incumbent will manage participant registration, prepare meeting materials, and facilitate logistical arrangements for both in-person and virtual events. Additionally, the position offers general office support, including travel arrangements and requisition processing via the ERP system. The role also involves maintaining contact databases, preparing correspondence, and assisting with data collection and presentation, ensuring smooth operations and effective information management for the office.

Responsibilities

Provide comprehensive administrative and logistical support for workshops, conferences, and Technical Advisory Missions, including participant registration, accreditation, and preparation of meeting materials. Offer general office support, managing travel arrangements, hotel bookings, and processing requisitions through the ERP system (SAP/Umoja). Facilitate the practical setup of meetings (in-person, virtual, hybrid) by coordinating with various UN services. Offer backup support to colleagues during peak periods and absences. Maintain and update contact databases, mailing lists, and participant rosters, and manage correspondence related to meetings. Assist in data collection, analysis, and preparation of presentations and reports. Support the updating of information materials like web pages and brochures. Perform other assigned duties as required.

Work Experience

A minimum of two years of experience in general office support, administrative services, or meeting/conference support is required. Experience supporting international meetings, workshops, or conferences is desirable. Experience with ERP systems like SAP/Umoja and within the UN common system is also desirable.

Skills

Professionalism, Planning & Organizing, Client Orientation, administrative support, logistical support, meeting and conference support, data analysis, data presentation, database management, communication, ERP systems.

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