Avis d’appel à candidature pour le recrutement d’un Assistant(e) aux opérations à Vienne en Autriche.

 

 

 

 

 

Reporting Lines

Under the supervision of the Chief, Operations Section, to: 

Duties and Responsibilities

  1. Provide administrative support to the IDC Operations Section and provide temporary support to other sections when needed;
  2. Draft, type, transcribe, format and edit text, correspondence, reports, papers, Note Verbale and other written material in English, checking the correctness of grammar and spelling;
  3. Collect, process and distribute incoming/outgoing Post-Certification Activities (PCA) contract documentation for technical evaluation, follow up with other offices as necessary; provide the necessary background pointing out urgent and important deadlines as required; distribute technical evaluation memorandum for signature and approval;
  4. Prepare and process shopping carts (SC) supporting the operation of IMS stations, monitor and track timelines for raising new SC, update the information for raised SC, forward and follow-up on received invoices;
  5. Prepare, maintain, and track PCA contracts/arrangements, including contract amendments, budget obligations, invoices and payment status; Prepare statistics and other information using spreadsheets; provide input and ideas for the creation of a new PCA database;
  6. Record and maintain hardcopies, electronic documentation and meta data for IMS stations, including reorganizing and establishing an updated electronic filing approach as required, using relevant software tools, spreadsheets, JIRA tickets and databases as appropriate;
  7. Support CTBTO Operations Centre activities;
  8. Share tasks and backup the Office Assistant of the IDC Operations Sections during periods of leave;
  9. Perform duties as the Time and Attendance Keeper of IDC/OPS;
  10. Perform other duties as assigned.

Education

  • Completed secondary education and appropriate office training.

Work Experience and Qualifications

  • At least five years of relevant working experience in the field of administrative services, general office support or related area, preferably part of which should have been in an international environment;
  • Proven experience in drafting, transcribing, editing and formatting text, correspondence, other written material in English, checking the correctness of grammar and spelling;
  • Good knowledge of Microsoft Office applications, with special skills in Excel as an advantage;
  • Ability to maintain and update office databases;
  • Knowledge of Enterprise Resource Planning (ERP) systems (SAP) is desirable;
  • Experience with JIRA ticketing system is an advantage.

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.

Application deadline : 18/07/2023

Application process