Staff Assistant (Public Information), Vienna, Austria

## Staff Assistant (Public Information), Vienna, Austria - Organization:DGC - Department of Global Communications - Office:DGC in Vienna, Austria Organizational Setting and Reporting This position is located in the Visitors Service (VS) of the United Nations Information Service (UNIS). The incumbent will work under the direct supervision of the Associate Information Officer leading the Visitors Service and the overall guidance of the Public Information Officer acting as Deputy to the Director of UNIS Vienna. For more information on UNIS, please visit the website: https://unis.unvienna.org. Within assigned authority, the Staff Assistant (Public Information) will be responsible for the following specific duties: - Assist the Associate Information Officer in managing the Visitors Service under conditions that continue to evolve due to Organizational reforms and theOrganization’s liquidity crisis; ensure smooth and efficient information flow within the Service; prepare and process confidential information; maintain and implement office administrative systems and procedures. - Perform administrative and budgetary actions using UN enterprise applications such as Umoja/SAP, APER and the Microsoft O365 suite of applications, e.g. payment and contract administration for individual contractors, tracking and creating sales orders for VS income, preparing invoices, serving as petty cash focal point, purchasing, and other actions as needed. - Provide in-person operational support to tour and lecture operations as needed during operating hours (Monday to Friday); conduct and monitor online booking and payments for tours and lecture programmes using VS’s web-based ticketing system; perform tour dispatching duties or conduct guided tours if needed. - Provide coordination support to the VS Lecture Programme, including liaising with external clients and speakers within the Vienna-based organizations and providing operational guidance to Tour Guides and interns. - Provide general office support; respond to complex information requests and inquiries; process, draft and finalize correspondence and other communications; set up and maintain files/records, organize meetings, monitor deadlines, etc. use UN entreprise office applications to produce documents and reports, etc. - Serve as VS focal point for administrative support, including liaison with the appropriate offices, management of VS equipment, facilities and information materials, database maintenance and IT troubleshooting. - Assist the Associate Information Officer in recruitment and training of Tour Guides, and in assigning and monitoring the work of Tour Guides if needed. - Provide assistance in promoting the Visitors Service, including liaising with commercial partners, assisting with the coordination of promotional events, supporting social media campaigns, drafting or proofreading promotional content in English and German for publication. - Attend meetings, prepare minutes, monitor follow-up activities. - 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. Professionalism: Has good knowledge of the work of the United Nations system as well as policies, processes and procedures. Has knowledge of general office and administrative support processes including UN enterprise applications. Has basic knowledge of accounting and financial procedures. Is able to research information from a variety of sources. Is able to apply good judgement and respects confidentiality when handling sensitive situations. Has 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience, demonstrates openness in sharing information and keeping people informed. 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. Job - Specific Qualification A minimum of five (5) years of work experience in general office support, administration, programme support, or a related area is required. The minimum years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. Work experience in external communications, public outreach or visitor service within an international organization, public institution or similar environment is required. Work experience using an Enterprise Resource Planning (ERP) system for administrative, financial, procurement, contract management, or related processes is required. Work experience supporting revenue-generating activities, including sales order processing, invoicing, revenue tracking, or customer account management, is desirable. Working experience with the ERP systems (such as SAP/Umoja) is desirable. Work experience with online ticketing, scheduling, or customer relationship management systems is desirable. English and French are the working languages of the United Nations Secretariat. For this job opening, EnglishandGerman are 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). Evaluation of qualified candidates may include an assessment exercise and competency-based interview. Filling of this position is subject to funding availability, and the initial appointment will be for a period of one year. Extension of the appointment will be subject to the availability of funds. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, staff are expected to move periodically to new functions in their career in accordance with established rules and procedures. 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 divers