Administrative Assistant (G-5)

Vienna, Austria
negotiable

JOB DETAIL

VA ID: 2082
Grade Level: G-5
Division: Legal and External Relations Division
Section: Legal Services Section
Unit:
Type of Appointment: Fixed Term Appointment
Date of Issuance: 8 August 2024
Deadline for Applications:
8 September 2024
Vacancy Reference: VA177-2082-2024
Reporting Date: As soon as possible
Please note that all candidates should adhere to CTBTO Values of Integrity, Professionalism and Respect for Diversity.

Qualified female applicants and persons with disabilities are encouraged to apply.

A roster of suitable candidates may be established for similar positions at the same level as a result of this selection process for a period of two (2) years.

Organizational Background

The Preparatory Commission for the Comprehensive Nuclear-Test-Ban Treaty Organization with its headquarters in Vienna, Austria is the international organization setting up the global verification system foreseen under the Comprehensive Nuclear-Test-Ban Treaty (CTBT), which is the treaty banning any nuclear-weapon-test explosion or any other nuclear explosion. The Treaty provides for a global verification regime, including a network of 337 stations worldwide, a communications system, an international data centre and on-site inspections to monitor compliance.

Organizational Setting

This position is located in the Legal Services Section, Legal and External Relations Division (LEG/LS).

Reporting Lines

Under the supervision of the Chief, Legal Services Section, to:

Duties and Responsibilities

  1. Provide administrative support to the Section, in close coordination with other Sections in the Provisional Technical Secretariat.
  2. Draft reports, minutes and routine correspondence in English, with correct grammar and spelling;
  3. Coordinate publishing and translation requests and forecasts with the Editorial and Publishing Unit and UNOV Translation;
  4. Arrange internal and external meetings, book meeting rooms, coordinate with UN Security and Safety Service to enable external participants to enter VIC and perform any other related administrative duties as assigned;
  5. Carry out searches of digital and hard copy resources on requested subjects, and prepare and collate information retrieved;
  6. Monitor for, promptly sort and log correspondence and requests for legal advice, and promptly identify appropriate action and forward to relevant colleagues with background information, highlighting urgent and important matters;
  7. File documents and correspondence correctly in Section’s archives using digital workflow management tools, and support Chief to keep track of deadlines;
  8. Promptly register and forward to relevant colleagues of the Legal and Finance Review Team any contracts for their review;
  9. Assist in the preparation of presentations;
  10. Make travel arrangements and assist with expense reimbursement requests;
  11. Maintain and update files and archives, ensure safe custody of contracts, input information to the Section’s databases and prepare statistical information;
  12. Support Chief in monitoring the Section’s budget implementation;
  13. Serve as Section focal point for administrative issues relating to internships, consultancies and temporary assistance, including consultancy payments and administrative arrangements for new staff;
  14. Maintain the Section’s intranet pages;
  15. Serve as Imprest Fund holder for the Legal and External Relations Division;
  16. Carry out low value purchases for the Section and prepare information and requisitions for approval, in cooperation with Finance Services and the Procurement Section as necessary;
  17. Perform other general office and administrative support tasks;
  18. Perform other duties as assigned.

Education

  • Completed secondary education and appropriate office training;

Work Experience and Qualifications

  • At least five (5) years of relevant working experience in general office support or related area is essential, preferably part of which should have been in an international environment;
  • Experience in the correct preparation of documents, in accordance with established standards and requirements, is essential;
  • Excellent knowledge of Microsoft tools, including the Office suite, PDF editing software and other computer applications is essential;
  • Strict adherence to confidentiality is essential;
  • Ability to handle a high volume of information and documentation with accuracy is essential;
  • Thoroughness and excellent attention to detail are essential;
  • Proven ability to streamline administrative processes through the use of digital technologies is desirable;

Languages

  • Excellent written and oral communication skills in English are essential;
  • Knowledge of other official CTBTO languages (Arabic, Chinese, French, Russian and Spanish) is desirable.

Competencies

  • Professionalism – Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations;
  • Communication – Speaks and writes clearly and effectively; listens to others, correctly interprets messages from other and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed;
  • Planning and organizing – Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary;
  • Team work – Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; builds consensus for task purpose and direction with team members; supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings;
  • Accountability – Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable;
  • Creativity – Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches;
  • Client orientation – Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive relationships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress and setbacks in projects; meets timeline for delivery of products or services to clients;
  • Commitment to continuous learning – Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve;
  • Technological Awareness – Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks, shows willingness to learn new technology.

Remuneration

CTBTO offers an attractive compensation and benefits package in accordance with the policies of the International Civil Service Commission. For more information on UN salaries, allowances and benefits, see link: http://www.un.org/Depts/OHRM/salaries_allowances/salary.htm). The salary offered may be subject to deductions to the United Nations Joint Staff Pension Fund and/or Health Insurance Scheme.

Additional Information

  • This position is for LOCAL RECRUITMENT only. Only candidates holding a valid residence and work permit in Austria will be considered eligible.
  • All applications must be submitted through the CTBTO e-Recruitment system before the deadline stated in the vacancy announcement.
  • Incomplete applications and submission of employment history in formats other than the CTBTO Employment Information Form will not be considered.
  • The CTBTO Preparatory Commission retains the discretion not to make any appointment to this vacancy; to make an appointment at a lower grade in particular if the candidate has less than the qualifications required; to make an appointment with a modified job description, or to offer a contract term for a shorter duration than indicated in the vacancy announcement.
  • Please note that the CTBTO will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list.
  • The CTBTO reserves the right to undertake correspondence only with shortlisted candidates.
  • Candidates under serious consideration for selection will be subject to a reference-checking process.
Vienna, Austria

location