Job Opening

Posting Title: Senior Administrative and Programme Assistant, G7
Department/Office: United Nations Office at Vienna
Duty Station: VIENNA
Posting Period: 30 August 2021 - 28 September 2021
Job Opening Number: 21-Administration-UNOV-162739-R-Vienna (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Office of the Director-General/Office of the Executive Director (ODG/OED), United Nations Office at Vienna (UNOV) / United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the overall guidance of the Chief of ODG/OED and the direct supervision of the Executive Officer and Special Assistant to the Director-General/Executive Director of UNODC. The Director-General/Executive Director will act as Additional Reporting Officer.

For more information on UNOV and UNODC, please visit our website and


Within assigned authority, the incumbent will perform the following specific duties:
Coordinate various administrative related actions and perform office support functions in an effective and independent manner. Support the Office with workforce planning, projections and needs, performance management, and career development.
Coordinate, monitor and follow-up on administrative/programmatic tasks necessary for the management and functioning of the Office, including monitoring and oversight, central administrative planning, human and financial resources related actions and other overarching support activities.
Provide guidance and training to other general service staff in the area of responsibility.
Identify and resolve diverse issues/problems as they arise, and determine appropriate actions.
Propose creative solution for streamlining and simplifying administrative and corporate procedures and processes in consultation with focal points in other Divisions.
Coordinate extensively with Divisions and service units and liaise frequently with internal team members both at Headquarters and in the field.
Perform other complex administrative duties, as required (e.g. operational travel programme, the identification of office technology needs as well as organize and coordinate high-level meetings, seminars and conferences).
Provide secretariat services and draft and circulate agenda notes to members/participants; assemble background documentation. Attend internal meetings, draft minutes of the meeting; monitor follow-up actions, etc.
Use judgement and discretion in handling confidential personnel matters as well as political sensitive matters.
Independently provide programme management and implementation assistance, seeking guidance only in exceptional circumstances.
Research, compile, analyses summarize, and present information/data on wide range of programmes and related topics, highlighting noteworthy issues/trends for consideration by appropriate parties.
Perform specific administrative, operational/control tasks for programme activities, if required.
Act as focal point for the ODG/OED Registry of incoming correspondence/requests: revising and tracking internal and external correspondence through an electronic system; forwarding to relevant substantive officers for action as required; following up on action taken and updating status information in the electronic tool as necessary.
Establish internal databases; set up, file, store and manage data and information relevant to the scope of the Office’s activities.
Independently handle a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research). Respond, or draft responses, to a diverse range of correspondence and other communications.
Prepare, process and classify confidential information.
Performs other work-related duties as assigned.


Professionalism - Has very good knowledge of internal policies, processes and procedures. Has excellent knowledge of general office support and of programme administration processes and procedures. Has ability to apply knowledge of various United Nations administrative, human resources and financial rules and regulations in work situations. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps. Is able to identify, independently assess, formulate recommendations and/or resolve a wide range of issues/problems, undertake research and gather information from standard sources. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; 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; uses time efficiently.

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 partnerships 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 or setbacks in projects; meets timeline for delivery of products or services to client.


High school diploma or equivalent is required.

Work Experience

A minimum of ten years of progressively responsible work experience, including provision of administrative and programme assistance to senior officials, is required.
Experience in interacting with diplomatic personnel and various offices at international level is required.
Work experience in using computer applications such as word processing, spreadsheets, internet, slide preparation, etc. and experience in working with an ERP system is required.
Experience in interacting with officials of Intergovernmental bodies, Intergovernmental and Non-governmental Organizations, Governments, Ambassadors, Representatives of the media, etc. is required.
Work experience in SAP/Umoja, the United Nations Talent Management platform Inspira, and Lotus Notes (or other standard enterprise software), is desirable.
Work experience within the United Nations system or in an international organization is desirable.


English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. French is desirable. Knowledge of another official United Nations language is an advantage.


Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

Other Skills and Requirements

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.
The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.
Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee


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