Administrative Assistant, G

Job title:

Administrative Assistant, G

Company

CTBTO

Job description

VA ID: 2024
Grade Level: G-4
Division: International Monitoring System Division
Section: Monitoring Facilities Support Section
Unit: Technology Support and Training (TeST) Centre Unit
Type of Appointment: Fixed Term Appointment
Date of Issuance: 14 June 2024
Deadline for Applications: 14 July 2024Vacancy Reference: VA359-2024-2024
Reporting Date/Duty station: As soon as possible/SeibersdorfPlease 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 BackgroundThe 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 SettingThis position is located in the International Monitoring Systems (IMS) Division that applies engineering and science to develop, instantiate, and to operate measurement stations around the world as well as to receive, process and disseminate the data collected by these stations as well as related analysis products.This position is located in the CTBTO Technology Support and Training Centre (Seibersdorf).Reporting LinesUnder the supervision of the Head, Technology Support and Training (TeST) Centre, to:Duties and Responsibilities

• Provide general administrative and secretarial support to the TeST Centre; maintain and coordinate the TeST Centre electronic document management system, files and all other background material;
• Arrange meetings, draft the agenda, prepare and send out background material; take minutes at meetings and prepare a first draft for review; send out approved minutes, remind participants of follow-up action required and deadlines, and keep the supervisor informed of any delays;
• Assist with receiving and recording of incoming invoices, facilitate the routing of documents and transactions requiring approvals and signatures, maintain logs and archive of memoranda and other important documents;
• Assist in the collection of relevant (technical) data inputs and provide assistance in administering the asset management and other databases in SAP;
• Keep track of the budget and procurement related tasks, and maintain the technical and financial information and documentation points of contact and related data, as well as process Shopping Carts in support of the TeST Centre’s activities;
• Support the organization and administration of trainings, tests, exercises and other events organized by the technical divisions at the TeST Centre and CTBTO Headquarters; as necessary, prepare announcements, agendas, compile background material; keep checklists and assist in preparing presentations;
• Act as the timekeeper for the TeST Centre to ensure attendance and leave records in the system are properly recorded and updated;
• Perform other duties as assigned.

EducationCompleted secondary education and appropriate office training.Work Experience and Qualifications

• At least three years relevant working experience, in particular in the field of administrative services, general office support, procurement or facilities management, preferably part of which should have been in an international environment;
• A good knowledge of Microsoft Office and other computer applications is essential;
• Knowledge of AutoCAD would be of advantage;
• Experience with the use of databases would be an asset;
• Knowledge of Enterprise Resource Planning (ERP) systems such as SAP is desirable;
• High degree of accuracy and ability to pay attention to detail, and to follow written procedure;
• Excellent organizational skills and the proven ability to deliver projects within assigned deadlines;
• Ability to prioritize and manage a high-volume workload in a fast-paced work environment;
• Ability to build strong relationships with clients, focus on impact and respond positively to constructive feedback;
• Driving license category B is desirable.

LanguagesExcellent 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.

RemunerationCTBTO 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: ). 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

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.

Expected salary

Location

Seibersdorf, Niederösterreich

Job date

Sun, 16 Jun 2024 00:51:21 GMT

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