Programme Assistant

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UNICRI - United Nations Interregional Crime and Justice Research Institute

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Application deadline 5 months ago: Thursday 21 Dec 2023 at 03:59 UTC

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Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

Org. Setting and Reporting

This position is located in the Asset Recovery / Illicit Financial Flows Programme Team of the United Nations Interregional Crime and Justice Research Institute (UNICRI) in Brussels, Belgium. The incumbent will work under the direct supervision of the Senior Legal Officer (Asset Recovery).

For more information, please visit the UNICRI website (www.unicri.org).

Responsibilities

Within assigned authority, the incumbent will be responsible for administrative assistance in the implementation of projects, including the following specific duties:

• Ensure all logistical coordination (in close coordination with counterparts) for workshops, meetings and other events; including travel arrangements for participants, establishment and maintenance of contact with reliable vendors to facilitate procurement and/or purchase of materials related to project implementation (for multiple projects), efficient scheduling of meetings, establishing and maintaining an updated database / list of all relevant counterparts / stakeholders, drafting of correspondence to counterparts, including correspondence to high-level officials; facilitating translation of documents; preparing drafts of terms of reference for consultants and facilitating their recruitment; scheduling meetings and appointments on behalf of the Senior Legal Officer (Asset Recovery Advisor) and any other UNICRI staff who may be on mission in Brussels. • Assist in preparing and analyzing project budget proposals; assist in interpreting budget guidelines; ensure that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepare revised budget estimates; support the preparation of financial reports and ensure that expenditures are correctly categorized. • Assist in the monitoring of programme budgets and expenditures; categorize, update, track and analyze data related to projects, e.g., accounting records, outputs, resources utilized, revisions, carry out periodic status reviews, identify issues and initiate requisite follow-up actions; report on budget revisions, expenditures and obligations, verify availability of funds. • Initiate creation of grants, allotments of funds, shopping carts, fund commitments, financial authorizations for expenditure, service entry sheets, payments processing, project-level procurement actions, and other necessary actions as required and ensure their necessary entry and approval using relevant UN software, such as UMOJA. • Serve as focal point for planning and monitoring project resources, involving extensive liaison with different stakeholders to initiate requests, prepare and review standard terms of references, obtain necessary clearances, process and follow-up on administrative actions and resolve related issues. • May be responsible for providing guidance, training, and daily supervision to other general service staff in the area of responsibility. • Establish and maintain efficient filing system (both electronic and physical) to ensure rapid retrieval and efficient use of information gathered through the project; conduct reference searches upon request; conduct basic research on assigned issues using existing legal files and alternative sources (e.g. computer-assisted searches using internet and diverse databases). • Prepare draft press releases and/or other visibility documents related to the project's implementation; ensuring that updated information on the project's implementation is, once approved, timely and appropriately disseminated; ensure the basic security of all documentation and information gathered through the project. • Carry out other general administrative and office support services; process, draft, edit, proofread and finalize for signature/approval a variety of correspondence and other communications and legal documents; review, record, distribute and/or process all mail and other documents; follow-up on pending actions. • 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. • Other work-related duties as assigned by the Senior Legal Officer (Asset Recovery Advisor).

Competencies

Professionalism: Has demonstrated knowledge of United Nations organizational financial, human resources and/or administrative guidelines. Has knowledge of UNICRI’s mandates. Has demonstrated organizational skills, including in particular logistical organization of events and training. Shows tact and discretion in dealing with confidential matters and materials. Has ability to perform analysis, modelling, 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.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

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.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven years of progressively responsible experience in programme, project administration, or a related area is required (the minimum number of years of relevant experience is reduced to five for candidates who possess a first-level university degree or higher).

Experience with grants management processes, and experience in Enterprise Resource Planning systems (ERP) e.g., UMOJA is required.

Experience with the United Nations system or other similar international organizations’ administrative and financial procedures is desirable.

Experience in working with the European Union (EU) funded programmes is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and French is required. Knowledge of another United Nations official language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

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.

This position is funded from extra-budgetary resources and is limited to UNICRI. The initial appointment will be for a period of one year and any extension of the appointment is subject to extension of the mandate and/or the availability of funds. In view of the nature of the funding of the present position, should a UN Secretariat staff member apply and be selected for this position with the Institute, such a selection will be implemented on a temporary basis.

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 https://careers.un.org/lbw/home.aspx?viewtype=GP

Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.

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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

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.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Added 6 months ago - Updated 6 months ago - Source: careers.un.org