Staff Assistant – Public Information (UNIS Vienna)

About the role

The United Nations Information Service in Vienna is seeking a Staff Assistant to support the Visitors Service. The role provides administrative, financial and operational assistance to ensure smooth delivery of tours, lectures and public information activities.

Key responsibilities

• Assist the Associate Information Officer in managing the Visitors Service, handling confidential information and maintaining office procedures.
• Process payments, contracts, sales orders and invoices using UN enterprise applications such as Umoja/SAP, APER and Microsoft O365.
• Support tour and lecture operations, including online booking, ticketing, dispatching and guiding visitors when required.
• Coordinate the Lecture Programme, liaise with external speakers and provide guidance to tour guides and interns.
• Maintain equipment, facilities, databases and provide IT troubleshooting for the Visitors Service.
• Contribute to promotional activities, social‑media campaigns and the preparation of English and German communication material.

Required profile

• High school diploma; a university degree reduces required experience.
• Minimum five years of office administration, programme support or related experience (three years with a university degree).
• Experience in external communications, public outreach or visitor services within an international organization.
• Fluency in English and German at UN Level III (reading, writing, listening, speaking).

Required skills

• Proficiency with Umoja/SAP and other ERP systems.
• Experience using Microsoft O365 suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with online ticketing and customer‑relationship management tools.
• Ability to prepare invoices, track revenue and manage petty cash.