Deadline: 7 September 2015
The United Nations Environment Programme (UNEP) is currently seeking applications from the eligible applicants for the post of Administrative Assistant based in Vienna, Austria.
The UNEP is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.
Key Job Responsibilities
Administrative Assistant will perform the following functions-
- Assists in the elaboration of resource requirements and their substantive justifications for budget submissions, monitors budget implementation/expenditures, assists in performance reporting, makes proposals for budget revisions;
- Performs IMIS administrative tasks for raising commitments and ensures follow-up on obligations and expenditures;
- Provides support in formulating workplans and associated budgets with respect to other sources of income, monitors the receipt of subsequent contributions and assists with meeting reporting requirements of donors and administration of partnership agreements.
- Initiates, reviews, processes and follows up on actions related to the administration of the secretariat’s human resources activities, e.g., recruitment of staff, consultants and interns;
- prepares draft job opening notices and terms of reference for consultancies, assists in completing tasks relating to the Inspira-based recruitment system;
- Responds to inquiries and provides information and advice to staff regarding their entitlements and administrative procedures, and serves as focal point for time and attendance.
- Assists in analysing, collecting and entering programme performance related data in IMDIS;
- Provides assistance in planning and conducting programme activities, such as meetings (e.g., annual session, expert group meetings), documentation and publications;
- Produces highly technical documents and reports, ensuring consistent syntax and notation;
- Exercises quality control function for outgoing documents;
- Proofreads and edits texts for adherence to format, grammar, punctuation and style;
- Undertakes special assignments involving research, gathering and organizing of data, compilation of statistics;
- Manages the UNSCEAR website; and acts as backup for the Editorial Assistant.
- Independently handles a wide range of complex information requests and inquiries;
- Responds, or drafts responses to a diverse range of correspondence and other communications;
- Provides support in preparing presentations;
- Makes travel arrangements for Committee members, staff and experts;
- Coordinates procurement and administration of office equipment and software;
- Develops and maintains internal procedures/infrastructure (e.g., filing system, internal databases, and planning, budgeting and reporting tools) and assumes responsibility for organization and control; provides direct assistance to the members of the secretariaty and the Committee;
- Carries out other related tasks, as assigned.
Eligibility Criteria
Applicants must have-
- High school diploma or equivalent.
- A minimum of seven years of progressively responsible experience within the United Nations system, working in fields related to the functions of the post (finance, accounting, human resources or related area), or equivalent external work experience.
- Fully proficient computer skills and use of advanced functions on UN standard applications (e.g. Word, Excel, PowerPoint, Lotus Notes, internal databases and Web-CMS) are required.
- Knowledge of desktop publishing is an advantage.
- Fluency in oral and written English is required.
- Knowledge of another official United Nations language is an advantage.
How to Apply
Applications must be submitted through online process.
For more information, please visit UNEP.
