Programme Assistant (Filled from Roster)

Senior Programme & Policy

Overview

Provide reliable administrative assistance for programme planning and coordination

You have:

• High school diploma or equivalent required.
• Minimum of seven years of work experience in programme or project administration, accounting, finance or related field.
• Experience dealing with complex budgetary and administrative issues is required.
• Experience with an ERP system (such as SAP/UMOJA) as well as other IT applications related to projects, spreadsheets and word processing is required.
• Fluency in oral and written English is required.
• Knowledge of another official United Nations language is highly desirable.
• Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories.

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 Service (LSS), Division for Policy Analysis and Public Affairs (DPA), United Nations Office on Drugs and Crime (UNODC), in Vienna. The incumbent will work under the direct supervision of the Programme Management Officer and the overall supervision of the Chief, Laboratory and Scientific Service (LSS). 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, please visit our website www.unodc.org.

Responsibilities Within assigned authority, the Programme Assistant will be responsible for the following duties related to the laboratory and forensic services programme, in particular the portfolio on safe handling and disposal of chemicals used in illicit drug manufacture:

- Provide assistance in support of planning and implementation activities/processes for LSS portfolio on safe handling and disposal, and related forensic services.

- 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, and 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 safe handling and disposal portfolios of projects. Draft routine correspondence, respond to complex information requests and inquiries, review, log and route incoming correspondence. Set up and maintain files/records. Organize meetings and 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 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.

- Perform 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. 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.

Work Experience A minimum of seven years of work experience in programme or project administration, accounting, finance or related field is required. Experience dealing with complex budgetary and administrative issues is required. Experience with an ERP system (such as SAP/UMOJA) as well as other IT applications related to projects, spreadsheets and word processing is required. Experience in supporting the financial aspects of technical assistance programmes and projects in the areas 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 the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is highly desirable.

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. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the 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.

Other Skills and Requirements Passing the Global General Service Test (GGST) is a prerequisite 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.

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.

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 years ago - Updated 1 year ago - Source: careers.un.org