Programme Assistant

This opening expired 1 month ago.

UNOV - United Nations Office at Vienna

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Application deadline 1 month ago: Thursday 6 Apr 2023 at 23:59 UTC

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This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

Org. Setting and Reporting This position is located in the Shared Portfolio Services (SPS), Information Technology Service (ITS), Division for Management (DM) United Nations Office at Vienna (UNOV)/United Nations Office on Drugs and Crime (UNODC), in Vienna. The incumbent will work under the direct supervision of the Programme Management Officer (Information Systems) leading the Shared Portfolio Services and the overall guidance of the Chief of the Information Technology Service.

For more information on UNOV-UNODC, please visit the following websites: and .

Responsibilities Within assigned authority, the incumbent will perform the following specific duties: - Perform, under minimal supervision, the full range of office management and administrative support functions; provide direct assistance to assigned officer/s or manager/s responsible for a major programme or project. - Maintain liaison with the senior officials in other units regarding related project and other administrative matters; monitor process and schedules related to the unit’s outputs, products, tasks, etc. - Coordinate audit inquiries related to ITS: prepare draft responses, collect and compile input from other units if required. - Administer the Microsoft Teams and SharePoint Online site of Shared Portfolio Services to disseminate information and collect data from other units, teams and clients of ITS. - Contract management: Prepare, follow-up and monitor the status of various contracts covering a range of transactions; create and maintain relationships with suppliers and clients; maintain correspondence and documentation related to contracts, service level agreements (SLA’s) and note for the files (NFF’s); communicate and provide information to stakeholders regarding contracts; monitor contracts and initiate close-out, extension or renewal of contracts; take initiative on problem-solving and report to supervisor contract-related issues. - Prepare and maintain the ITS service catalogue. - Keep abreast of and compile information on developments in IT technology in the UN and in the industry in general. - Provide guidance to clients regarding ITS standards and workflow processes; draft and prepare client satisfaction surveys and report on results. - Assist in the coordination of programme/project planning and preparation work for specific programme/project initiatives; monitor status of programme/project proposals and receipt of relevant documentation for review and approval. - Ensure smooth and efficient information flow within the unit; assist in the development of office administrative systems and procedures. - Compile, summarize and enter data on project delivery; draft related status reports, identifying shortfalls in delivery, budget overruns, etc., and bring to the attention of management. - Review project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identify inconsistencies; distribute project documents to relevant parties upon approval. - Review budget revisions; verify availability of funds; ensure necessary approval and entry in computerized budget system. - Draft correspondence on budget-related issues and prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc. - Serve as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, budget follow-up, etc.; include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, contracts, expenditure authorizations, travel requests, visa application, etc.), with particular emphasis on processing procurement of equipment and services, and related matters. - Provide general office assistance; respond to complex information requests and inquiries; review, log and route incoming correspondence; set up and maintains files/records; organize meetings, workshops; handle routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc. - Respond or draft responses to routine correspondence and other communications; use standard word processing package to produce a wide variety of large, complex document and reports - Generate a variety of standard statistical and other reports, work orders, etc., using various databases. - Update and further develop internal databases; update website; generate a variety of standard and non-standard statistical and other reports from various databases. - Carry out quality control function for outgoing documents; proofread and edit texts for adherence for format, grammar, punctuation and style. - 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. - Assist in the preparation of presentation materials using appropriate technology/software. - Maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit. - Provide guidance/training to new/junior staff. - Perform other work related duties as assigned.

Competencies - Professionalism – Has good understanding of the functions and organization of the work unit and good general knowledge of the organizational structure and respective roles of related units. Has good knowledge of relevant operational and administrative policies, processes and procedures, including records management/filing procedures. Has some knowledge of information technology related issues. Is able to research and organize data and information required for reports, studies, briefings, etc. Is able to accurately prepare a range of unit’s outputs, reports, etc. Is able to work with figures. Is able to undertake basic research and gather information from standard sources. Demonstrates ability to apply good judgment in the context of assignments given. Has ability to perform analysis, modeling, 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. - Planning & Organizing – Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. - Teamwork – Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education High school diploma or equivalent is required. Supplementary courses/training in accounting, procurement, finance, or other relevant field is an advantage. Certifications on Prince2 Foundation and on ITIL 4.0 are desirable.

Job - Specific Qualification Certifications on Prince2 Foundation and on ITIL 4.0 are desirable. (If you have these, please attach a copy of your certifications to this application.)

Passing the Global General Service Test (GGST) is a prerequisite, i.e. is required, for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

Work Experience A minimum of five years of work experience in programme/project operations and administration, procurement, office management, technical cooperation, or equivalent is required.

Experience in information technology related work areas is desirable.

Experience in financial or budget related work areas is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised fluency in English is required. Knowledge of another United Nations official language is desirable

Assessment Evaluation of qualified candidates may include a technical test and a competency-based interview.

Special Notice This position is temporarily available for a period of 4 months. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

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.

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 diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit

United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.


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