Programme Assistant

Senior Finance & Economy Programme & Policy

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

The position is located in the Laboratory and Scientific Services (LSS), Drugs, Laboratory and Scientific Services Branch (DLSSB), Division for Policy Analysis and Public Affairs (DPA), United Nations Office on Drugs and Crime (UNODC). Under the overall guidance of the Chief of Service and the direct supervision of the Programme Coordinator (Global SMART Programme), the incumbent will be responsible for the provision of reliable administrative assistance in the coordination of programme/project planning, preparation of activities and of general office support services for the project. For more information UNODC, please visit www.unodc.org

Responsibilities

Within assigned authority, the Programme Assistant will be responsible for the following specific duties related to the Global Scientific and Forensic Services programme. • Provide assistance in support of planning and implementation activities/processes for the Global Scientific and Forensic Programme • Assist in the coordination of programme/project planning and preparation; monitor status of programme/project proposals; take necessary action to ensure project documents are completed and submitted to relevant parties for approval. • Assist in the preparation and analysis of budget proposals and individual regional/country level budget segments; provide assistance in the interpretation of budget guidelines; review and coordinate submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepare reports and ensure that outputs/services are properly categorized. • Assist in the monitoring and evaluation of the programme and its country-level segments; categorize, update, track and analyse data related to implementation of the programme; identify issues and initiate requisite follow-up actions; prepare revised budget estimates; Prepare cost estimates for expert and regional meetings and trainings; report on budget revisions, expenditures and commitments, verify availability of funds; ensure necessary approval and entry in UMOJA; initiate financial authorizations for expenditures. • Monitor spending and transactions in accordance with available funds and cost plans; ensure that available resources are properly utilized; liaise with Field Office staff on administrative and financial issues related to project implementation; determine whether adjustments are necessary and ensure that these have been accurately processed. Prepare financial reports generated from UMOJA. Conduct and maintain project budget controlling for the LSS safe handling and disposal portfolio of projects. Update programme managers and section Chief regularly on status of funding and implementation. • Collaborate with programme managers on performance reporting; liaise with relevant parties on the interpretation of the activities/services scheduled in the programme budget and various planning instruments such as the medium-term plan and internal work plans; provide assistance on reporting requirements, guidelines, rules and procedures and ensure completeness and accuracy of data submitted. • Assist in the recruitment process and monitoring of contracts for long-and short-term staff under the programme, as well as technical assistance personnel, as required for effective programme implementation. Prepare, process and follow-up on actions related to recruitment and appointment of personnel under UNODC rules and regulations. Provide assistance and guidance to project staff on recruitment procedures and on preparation of terms of reference for international consultants and contractors. Ensure timely issuance of budget releases and shopping carts in-line with Online Staffing Table, Lotus Notes and UMOJA online system requests. Prepare payments related to contractual services and ensure tracking and monitoring of relevant expenditures. • Provide general programme assistance related to the implementation of the programme; draft routine correspondence; respond to complex information requests and inquiries; review, log and route incoming correspondence; set up and maintain files/records; organize meetings, workshops; handle routine administrative tasks. • Prepare draft programme/project summaries and promotional material, coordinate review and clearance process, and coordinate with editor, translation services, etc. on finalization and publication of reports in multiple languages. • Serve as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc. • Prepare, maintain and update files (electronic and paper) and internal databases; design and generate a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate reporting, audits and evaluation. • Draft correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepare service’s contributions for a variety of periodic reports. • Prepare and submit relevant requests for procurement services and low-value acquisitions in UMOJA, initiate, monitor and prepare documents for timely payments to vendors and ensure tracking and monitoring of relevant expenditures. • Administer staff mission travel preparations, including timely quarterly submission of travel plans, liaising with respective visa issuance authorities and overall administrative arrangements. • 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. • Performs other work-related duties as assigned.

Competencies

• Professionalism: Has knowledge of internal policies, processes and procedures generally and in particular, those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understands the functions and organization of the work unit and of the organizational structure and respective roles of related units. Is able to identify and resolve a range of issues/problems and to work well with figures, 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, 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. • 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. • 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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven years of work experience in programme or project administration, accounting, finance, or related field is required. The minimum years of relevant experience is reduced to five for candidates who possess a first-level university degree or higher. Work experience dealing with complex budgetary and administrative issues is required. Work experience with an Enterprise Resources Planning (ERP) system as well as other IT applications related to projects, spreadsheets and word processing is required. Work experience with an SAP database, such as Umoja, is desirable. Work experience in supporting the financial aspects of technical assistance programmes and projects into the area of UNODC mandates is desirable. Work experience within the United Nations System or a similar international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

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LanguageReadingWritingListeningSpeakingEnglishUN Level IIUN Level IIUN Level IIUN Level II

Assessment

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

Special Notice

This position is temporarily available for six months. If the selected candidate is a staff member from the United Nations Secretariat, the selection may 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, will normally be at a staff member’s personal grade and has no bearing on the future incumbency of the post. Payment of Special Post Allowance (SPA) to the post level may be considered after three months subject to certain conditions. 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. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, staff are expected to move periodically to new functions in their career in accordance with established rules and procedures. 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. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. 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 few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit the UN Careers Portal at https://careers.un.org/young-professionals-programme?language=en

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. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. 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.

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Added 5 hours ago - Updated 5 hours ago - Source: careers.un.org