Administrative Assistant (Telecommunications) - Temporary

Org. Setting and ReportingThis position is located in the Shared Portfolio Services (SPS) team, Information Technology Service (ITS), Division for Management (DM), United Nations Office at Vienna (UNOV)/United Nations Office on Drugs and Crime (UNODC), in Vienna. The incumbent will work under the direct supervision of the Team Leader, Shared Portfolio Services and under the overall guidance of the Chief, Information Technology Service. For more information on UNOV or UNODC, please visit the website: unov.org and unodc.org ResponsibilitiesWithin assigned authority, the Administrative Assistant (Telecommunications) will perform the following specific duties: • Serve as the responsible staff in SPS for mobile and landline communications, mobile devices and accessories, internet service, video conferencing, hosting; provide administrative support and liaise with the service providers, procurement team and technical teams for cost estimates, quotations, invoices processing. Assist Requisitioning Offices in planning of business continuity for the communication services. • Create related shopping carts and saved purchase orders. Monitor invoices, expenditures and adjust the related budgets as needed. Verify contractors' invoices against the goods and services provided by the contractor and approved by the UN. • Create and review payment requests to service providers through monthly invoices. Process the payment of contractors' invoices and monitor payments. Keep track of the payments to service providers. • Follow up with service providers to resolve discrepancies identified on invoices and ensure timely and accurate reconciliation. • Analyse the usage and preparation of estimates, assist with preparing budget by planning the requirements and estimating the related costs. • Process cost recoveries for service delivery, telecommunication services, for mobile and landline communications, mobile devices and accessories, internet service, video conference support and UN WebTV, core personal computing services, hosting, ITS facilitation services, and licenses for the headquarters and field offices by working closely with colleagues in the Service Design and Provisioning Team and the Supervisor/Team Leader. • Collect relevant information necessary to run the periodic cost allocation for workstation and mobile charges. • Perform other tasks related to procurement, service delivery, cost recovery and other required actions. • Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. • Review related administrative processes, identify gaps and suggest solutions to improve efficiency and to further digitalize the service delivery in line with the applicable United Nations rules and regulations. • Coordinate and liaise with service units and internal team members both at headquarters and in the field. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assist with visualizations and updating information material such as web pages or brochures. • Perform other work-related duties as assigned. Competencies• Professionalism: Is able to perform cost-recovery, requisitioning and contract management functions. Has solid understanding of the related transactional roles in enterprise resources planning system(s). Has the ability to apply knowledge of various United Nations administrative and financial rules and regulations in work situations. Is able to guide, build and sustain effective work relationship with peers to achieve common goals. Has the ability to perform analysis, modelling and interpretation of data in support of decision-making. 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; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. The ability to perform analysis, modelling and interpretation of data in support of decision-making. • 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. EducationHigh school diploma or equivalent is required. Supplementary certifications/training in accounting, procurement, finance, or another relevant field is desirable. Job - Specific QualificationSupplementary certifications/training in accounting, procurement, finance, or another relevant field is desirable. Work ExperienceA minimum of five (5) years of work experience in the administration of telecommunication services or internet provision services is required. The minimum number of years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Work experience in contract management, including processing and monitoring of the payment of contractors' invoices, is required. Advanced skills in Microsoft Office Excel are required. Work experience with an Enterprise Resource Planning (ERP) system is required. Experience in accounting or budgeting is desirable. Work experience with SAP/Umoja with requisitioning and cost recovery transactional roles is desirable. Work experience within the United Nations Common System or similar international organization is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).