ADMINISTRATIVE ASSISTANT

Organizational Context

The United Nations Environment Programme (UNEP) is the leading global environmental authority, setting the environmental agenda and promoting sustainable development within the UN system. This role is situated within the UNEP Europe Office, specifically the Vienna Programme Office, operating under the supervision of the Administrative Officer and the Head of the Vienna Programme Office.

Job Purpose

This Administrative Assistant position supports the UNEP Europe Office in Vienna. The role is crucial for ensuring the smooth operation of administrative, human resources, and financial functions. The incumbent will manage HR activities such as recruitment and personnel actions, oversee budget and finance processes including expenditure monitoring and report preparation, and handle general administrative tasks. Additionally, the position involves contract administration for outsourced services, processing payments, and managing access permissions. The role also contributes to data analysis and reporting, and may involve supervising junior staff, all while ensuring adherence to UN rules and procedures.

Responsibilities

Manage human resources activities, including recruitment, personnel actions, and maintaining vacancy files. Oversee staffing tables and prepare statistical data. Assist in budget preparation, review financial proposals, and monitor expenditures against approved budgets. Prepare financial reports and coordinate with finance staff. Draft correspondence and respond to administrative inquiries. Coordinate with service units and internal teams. Perform general administrative duties such as travel arrangements, vendor payments, and office space planning. Assist in identifying technology needs and maintaining equipment. Organize and coordinate seminars and translations. Administer contracts with external service providers, audit invoices, and process payments. Prepare and process UN forms and access permissions. Collect and analyze data for reports and presentations, and update information materials.

Work Experience

A minimum of seven years of relevant experience in administrative services, human resources, general office support, finance, or accounting is required. This is reduced to five years for candidates with a first-level university degree. Experience with the UN system or similar organizations, office automation, ERP systems like Umoja, and data analytics is desirable.

Skills

Professionalism, communication, planning and organizing, analytical skills, negotiation skills, high organization skills, ability to work in a multicultural team, data analysis and interpretation, tact and diplomacy, attention to detail, efficiency, and time management.

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