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Administration Senior Assistant
Details
Deadline: May 26, 2025
Location: Austria
Organization:United Nations Office for Project Services (HQ)
Sectors:
Job type:Contract, 12 months +
Languages:
English
Work experience:Min 5 years
Date posted: May 12, 2025
Description
Dutystation: Vienna, Austria
Functional responsibilities
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Administrative Support
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Project Support
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Travel and Logistics
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Inventory, Asset and Supply Management, Custodial, Common Premises
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Knowledge Building and Knowledge Sharing
1. Administrative Support
- Researches and retrieves statistical data from internal and external sources; prepares statistical charts, tables and reports, extracting data from various sources.
- Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
- Provides administrative support to conferences, workshops, retreats.
- Compiles information for periodic audits.
- Petty cash management.
2. Project Support
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Research project-related topics as needed to help the Project Implementation Unit (PIU) identify relevant lessons.
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Engages directly with project partners to enable smooth coordination and programming of activities such as Regional Steering Committee meetings, Advisory Committee Meetings, as well as the numerous convenings (both in-person and virtual) expected under the two projectsEngages with World Bank counterparts to help Senior Programme Manager ensure that necessary approvals and documentation requirements stay on track.
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Helps with powerpoint presentations and supports the project-related communications efforts that are expected to target specific global audiences as well as regional audiences.
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Supports other project-related functions as needed (e.g., monitoring & evaluation)
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Processes travel transactions (authorizations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations. This also includes sponsored travel for BBSEA project stakeholders when authorised.
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Provides information on air services, rates and travel schedules for specific itineraries. Processes travel claims in OneUNOPS and purchase orders for travel activities, payments, and contracts.
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Organizes shipments, customs clearance arrangements, preparation of documents for UNOPS shipments (received/sent), all necessary documentation, and implementation of follow-up actions
- Prepares documentation for security clearances, processes hotel reservations, organizes airport pickups, hospitality, protocol, customs and immigration support for visiting UN/UNDP officials as necessary
- Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results.
- Punctual delivery of official protocol certificates; arrangements with UN departments for all issues related to official documentation to be provided to/from international staff, such as visa requirements, work permit, security requirements, health, etc.
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Conducts physical inventory checks, drafting periodic inventory and asset reports.
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Acts as a custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
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Conducts and reports on surveys of office maintenance needs as well as client satisfaction
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Collects information for administrative surveys in support of the organization of common services.
5. Knowledge building and Knowledge sharing
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Supports the organization and delivery of training and learning initiatives for personnel on Administration-related topics.
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Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in Administration.
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Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively
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Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials
The effective and successful achievement of results by the Administration Senior Assistant directly affects the overall efficiency of the team’s administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served
Education/Experience/Language requirements
Education
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Completion of secondary school is required.
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First University Degree in Business Administration, Public Administration or equivalent disciplines is desirable but not required
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In the absence of a degree, administrative certification is an asset
Experience
Required
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Minimum of five (5) years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations.
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Proficiency in computers and office software packages (Google Suite) and experience in handling of web-based management systems.
Assets
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Some experience in UN system organizations.
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Experience in use of Enterprise systems including OneUNOPS.
Language Requirements
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Full working knowledge in English is required.
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Knowledge of another official UNOPS language is an asset.
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