Administrative Assistant – Temporary

About the role

The United Nations Office on Drugs and Crime (UNODC) in Vienna is seeking a temporary Administrative Assistant to support the Office of the Director, Division for Policy Analysis and Public Affairs. Working under the Programme Management Officer, you will provide comprehensive administrative, human‑resources and logistical support to ensure smooth operations of the Division.

Key responsibilities

• Organise meetings, manage the Director’s calendar and prepare background documents.
• Process official missions in the Enterprise Resources Planning (ERP) system.
• Act as the focal point for HR matters: create job openings, coordinate tests and interviews, and follow up on recruitment, placement, promotion and staff separation in the Inspira system.
• Respond to staff enquiries on entitlements, administrative procedures and UN Staff Rules.
• Maintain job opening files, monitor staffing tables and produce statistical reports.
• Assist in preparing HR proposals, budget submissions and quarterly travel reports.
• Draft correspondence on administrative and personnel issues.
• Support finance/budget, project management and data‑analysis tasks, including preparing presentations and reports.

Required profile

• Relevant experience in administrative and HR support within an international or public‑sector environment.
• Familiarity with UN administrative rules and procedures.
• Strong organisational skills and ability to handle multiple tasks simultaneously.

Required skills

• Proficiency with ERP systems.
• Experience using the Inspira recruitment platform.
• Advanced Microsoft Office skills (Excel, Word, PowerPoint).
• Basic data analysis and presentation preparation.