- Job categories : Administration
- Vacancy code : VA/2025/B5132/30154
- Department/office : ECR, AUMCO, Austria MCO
- Duty station : Vienna, Austria
- Contract type : Local ICA Support
- Contract level : LICA-5
- Application period12-May-2025 to 26-May-2025
Background
The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.
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Background: Austria Multi-Country Office (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
The Blueing the Caspian Sea and Blueing the Black Sea projects are both Global Environment Facility (GEF)-financed World Bank initiatives executed by UNOPS, aimed at addressing pollution and supporting sustainable marine ecosystems in two critical regional seas. The Blueing the Caspian Sea project focuses on strengthening the capacity of Azerbaijan, Kazakhstan, and Turkmenistan to monitor pollution and manage biodiversity conservation in the Caspian Sea, in alignment with their obligations under the Tehran Convention. It supports national efforts by improving pollution management schemes and enhancing the effectiveness of Marine Protected Areas. The Blueing the Black Sea project aims to strengthen the readiness of Georgia, Moldova, Türkiye, and Ukraine to reduce marine pollution through policy development, regional economic analysis, and eco-innovation financing. It includes technical assistance to improve regulatory frameworks and supports public-private sector investments in pollution reduction technologies and business models.
Under the direct supervision of the Senior Project Manager for the Blueing the Black Sea project, and with a dual reporting line to the Blueing the Caspian Sea Senior Project Manager, the Administrative Senior Assistant will provide day-to-day administrative and operational support across both projects, ensuring timely coordination, documentation, and logistics in line with UNOPS rules and standards.
- Administrative Support
- Project Support
- Travel and Logistics
- Inventory, Asset and Supply Management, Custodial, Common Premises
- Knowledge Building and Knowledge Sharing
1. Administrative Support
- Researches and retrieves statistical data from internal and external sources; prepares statistical charts, tables and reports, extracting data from various sources.
- Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
- Provides administrative support to conferences, workshops, retreats.
- Compiles information for periodic audits.
- Petty cash management.
2. Project Support
- Research project-related topics as needed to help the Project Implementation Unit (PIU) identify relevant lessons.
- Engages directly with project partners to enable smooth coordination and programming of activities such as Regional Steering Committee meetings, Advisory Committee Meetings, as well as the numerous convenings (both in-person and virtual) expected under the two projectsEngages with World Bank counterparts to help Senior Programme Manager ensure that necessary approvals and documentation requirements stay on track.
- Helps with powerpoint presentations and supports the project-related communications efforts that are expected to target specific global audiences as well as regional audiences.
- Supports other project-related functions as needed (e.g., monitoring & evaluation)
3. Travel and Logistics
- Processes travel transactions (authorizations and claims) including in OneUNOPS system, requests for visas, identity cards and other documents for all personnel, UN officials, and visitors, ensuring compliance with UN rules and regulations. This also includes sponsored travel for BBSEA project stakeholders when authorised.
- Provides information on air services, rates and travel schedules for specific itineraries. Processes travel claims in OneUNOPS and purchase orders for travel activities, payments, and contracts.
- Organizes shipments, customs clearance arrangements, preparation of documents for UNOPS shipments (received/sent), all necessary documentation, and implementation of follow-up actions
- Prepares documentation for security clearances, processes hotel reservations, organizes airport pickups, hospitality, protocol, customs and immigration support for visiting UN/UNDP officials as necessary
- Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results.
- Punctual delivery of official protocol certificates; arrangements with UN departments for all issues related to official documentation to be provided to/from international staff, such as visa requirements, work permit, security requirements, health, etc.
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Education
- Completion of secondary school is required.
- First University Degree in Business Administration, Public Administration or equivalent disciplines is desirable but not required
- In the absence of a degree, administrative certification is an asset
Experience
Required
- Minimum of five (5) years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations.
- Proficiency in computers and office software packages (Google Suite) and experience in handling of web-based management systems.
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Assets
- Some experience in UN system organizations.
- Experience in use of Enterprise systems including OneUNOPS.
Language Requirements
- Full working knowledge in English is required.
- Knowledge of another official UNOPS language is an asset.
