Administrative Assistant - Temporary

Organizational Context

This position is within the Office of the Director, Division for Policy Analysis and Public Affairs (DPA) at the United Nations Office on Drugs and Crime (UNODC) in Vienna. The Administrative Assistant reports directly to the Programme Management Officer and works under the overall guidance of the Director of DPA.

Job Purpose

The Administrative Assistant provides crucial support to the Office of the Director within the Division for Policy Analysis and Public Affairs (DPA) at UNODC in Vienna. This role is essential for the smooth operation of the Director's office and the division's administrative functions. Key responsibilities include managing the Director's schedule, organizing meetings, preparing official travel, and serving as a focal point for Human Resources and administrative matters. The position also involves providing support in finance, budget, project management, and data analysis, contributing to efficient planning, decision-making, and information sharing within the division.

Responsibilities

Organize meetings and manage the Director's calendar, including collecting background documents. Prepare official travel arrangements for the Director using the Enterprise Resources Planning (ERP) system. Serve as the division's Human Resources focal point, processing recruitment actions via the Inspira system, managing staff placements, promotions, relocations, and separations in compliance with UN rules. Respond to staff inquiries regarding entitlements and administrative procedures. Maintain job opening files and personnel action records, and monitor staffing tables, preparing statistical data. Assist in preparing and reviewing human resources proposals and budget submissions. Consolidate quarterly travel reports and plans. Prepare correspondence on administrative and personnel matters. Provide support in finance, budget, project management, and general administrative tasks. Assist in data collection, analysis, and report preparation for information sharing and decision-making. Perform other related duties as required.

Work Experience

A minimum of 7 years of experience in administrative services, finance, or human resources is required. This is reduced to 5 years for candidates with a university degree. Experience in end-to-end staff recruitment, budget, finance, and programme support is essential. Experience supporting managerial staff, working within the UN system, and using ERP and UN HR systems like Inspira is desirable.

Skills

Professionalism, Communication, Planning & Organizing, Human Resources Management, Finance/Budget Management, Database Management, ERP Systems, UN HR Systems (Inspira), Data Analysis, Administrative Support.

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