Support Services Assistant, Multiple positions

Background: AUMCO

The Austria Multi-Country Office (AUMCO) was set up in August 2019 as a part of the UNOPS Europe & Central Asia Region (ECR). Specifically, AUMCO aims to enable achievement of Agenda 2030 and the Paris Agreement through global programmes and tailored interventions in the Balkans, South Caucasus, and Central Asia, focused on:

• Infrastructure

• Procurement 

• Project Management (full service, back on track)

• HR and Transactional Services

• Grant Management 

• Technical and Advisory Services

● Support with arrangement of meetings, correspondence with internal and external stakeholders.

● Filing of all incoming and outgoing official letters.

● Organization of official office and projects events in Austria and outside of the country.

● Arrangement of local and international travel of office and projects personnel.

● Arrangement of obtaining the entry visa to Austria and residency permit for office and projects personnel and visitors as well as other protocol related activities.

● Follow up on timely payment of travel expenses to the personnel and visitors.

● Follow up on payment of reimbursement to project personnel for use of mobile services and other expenses.

● Appropriate maintenance and safe and secure storage of all office equipment and property.

● Preparing accurate inventory lists and adequate property records for the office as well as for projects.

● Careful monitoring of the movement of equipment into and within the area of responsibility.

● Assistance with other logistical and administrative matters.

● Administering the receipt of goods and equipment for the office, inspection and report preparation.

● Filing of administrative, logistics documents in line with the policy.

2.  Ensure provision of procurement and grants support, focusing on achievement of the following results:

● Regular update of the corporate procurement plans based on inputs from supervisor or Project Managers.

● Processing of supply requisitions, purchase orders, grant support agreements and project cooperation agreements.

● Procurement of goods and services for the project including supplier sourcing, solicitation, evaluation, contract management and supplier performance evaluation.

● Administering the receipt of goods and services for the project.

● Payment to the suppliers and partners.

● Filing of procurement and grants related documents in line with policy.

3. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

● Participation in the relevant training events for the programme, operations and projects personnel.

● Sound contributions to knowledge networks 

- Completion of secondary school is required in combination with 4 years of relevant experience. or

- First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.

- Administrative/operational experience in administration is required (minimum number of years as per the Education requirements).

- Experience working with Austrian authorities including on protocol related matters is a strong asset.

- Ability to work with computer and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages. Experience working in GSuite is an asset.

- Experience working with Enterprise Risk Management (ERP) systems is an asset.

- Full working knowledge of English is required.
- Full working knowledge of German is desirable.

Contract type: Regular, Local Individual Contract Agreement (LICA)

Contract level: ICS-4 / LICA-4

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.