Staff Assistant (Public Information)

UN Secretariat; Wien; Vor Ort; EUR 40.000 - 60.000; Vollzeit

Zusammenfassung

The United Nations Information Service (UNIS) Vienna seeks a Staff Assistant (Public Information) to support the Visitors Service by handling administrative tasks, budget actions, and IT troubleshooting. You will manage online bookings, assist with lectures and tours, coordinate the Lecture Programme, draft correspondence, support recruitment and training of tour guides, and help promote the service.

A high school diploma and at least five years of office experience are required; experience with

Qualifikationen

• High school diploma or equivalent is required.
• Minimum five years in general office support; three years with a first-level university degree.
• Experience in external communications or visitor services within an international org.
• Experience with ERP systems for administrative or financial processes.

Aufgaben

• Assist in managing Visitors Service information flow and admin systems.
• Perform budgetary actions using ERP systems; handle invoicing and petty cash.
• Provide operational support for tours and lectures; manage online bookings.
• Coordinate VS Lecture Programme with external clients and speakers.
• Draft correspondence, maintain records, organize meetings, and assist with recruitment and training of tour guides.
• Support promotion of Visitors Service via partners and social media; attend meetings and prepare minutes.

Kenntnisse

Professionalism

Communication

Client orientation

UN policies

Office processes

Ausbildung

High school diploma

Tools

SAP/Umoja

Microsoft O365

Jobbeschreibung

Organizational context

This position is within the Visitors Service (VS) of the United Nations Information Service (UNIS) in Vienna. The role reports to the Associate Information Officer, who leads the Visitors Service, and operates under the overall guidance of the Public Information Officer, Deputy to the Director of UNIS Vienna. The service functions within evolving organizational reforms and financial constraints.

Job purpose

The Staff Assistant (Public Information) supports the Visitors Service by managing administrative and operational tasks. This includes assisting with the smooth flow of information, processing confidential data, and maintaining administrative systems. The role involves performing financial and budgetary actions using UN enterprise applications, managing online bookings and payments for tours, and providing operational support for in-person and online activities. Additionally, the position coordinates the Lecture Programme, handles general office support, responds to inquiries, manages correspondence, and assists with recruitment and training of tour guides. The role also contributes to promoting the Visitors Service through various channels and supports data analysis and reporting.

Responsibilities

Assist the Associate Information Officer in managing the Visitors Service, ensuring efficient information flow and maintaining administrative systems. Perform administrative and budgetary actions using UN enterprise applications (Umoja/SAP, APER, Microsoft O365), including contract administration, sales order tracking, invoicing, and petty cash management. Provide operational support for tours and lectures, manage online bookings and payments, and conduct guided tours if needed. Coordinate the VS Lecture Programme, liaising with external clients and speakers, and guiding Tour Guides and interns. Offer general office support, handle complex inquiries, draft correspondence, maintain records, and organize meetings. Serve as the VS focal point for administrative support, equipment management, and IT troubleshooting. Assist with the recruitment, training, and supervision of Tour Guides. Support the promotion of the Visitors Service by liaising with partners, coordinating events, and assisting with social media and content creation. Attend meetings, prepare minutes, and monitor follow-up activities. Assist in data collection, analysis, and report preparation. Update information materials and perform other related duties.

Education

A high school diploma or equivalent is required.

Work experience

A minimum of five years of work experience in general office support, administration, or programme support is required. This is reduced to three years with a first-level university degree. Experience in external communications, public outreach, or visitor services within an international organization is essential. Proficiency with an Enterprise Resource Planning (ERP) system for administrative or financial processes is required. Experience with revenue-generating activities is desirable.

Skills

Professionalism, Communication, Client Orientation, knowledge of UN system policies and procedures, general office and administrative support processes, UN enterprise applications, basic accounting and financial procedures, data analysis, judgement, confidentiality, Microsoft O365, ERP systems (SAP/Umoja), online ticketing systems.

Required languages

English, German, French

Desired languages