Programme Assistant (Filled from Roster)

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 Human Trafficking and Migrant Smuggling Section (HTMSS) of the Organized Crime and Illicit Trafficking Branch (OCB), Division for Treaty Affairs (DTA) of the United Nations Office on Drugs and Crime (UNODC), in Vienna. The incumbent will work under the direct supervision of the Project Coordinator of the Global Programmes against Trafficking in Persons and Smuggling of Migrants, (GLOT59 and GLOT92), under the overall supervision of the Chief of Section, and together with other General Support staff in the Section.

For more information on UNODC, please visit the website: www.unodc.org

Responsibilities Within assigned authority, the Programme Assistant will provide administrative support to the activities and initiatives carried out by the Global Programmes against Trafficking in Persons and Smuggling of Migrants, with a focus on support to technical cooperation as well as knowledge development and innovation work. They will be responsible for supporting the implementation of activities established under the Programmes and will also provide overall support to the programme in the field of procurement, grants and in the overall financial monitoring of the progamme implementation. They will be responsible for the following specific duties:

• Provide assistance in support of planning and implementation of activities and initiatives of the Global Programmes. Compile, summarize, and present information/data on specific programmes/project delivery, which will be used by project management in support of periodic reports and summaries.
• Provide programme, administrative and logistics support for the implementation of HTMSS core mandates, projects and tasks, including support for the organization of meetings, conferences, study visits and technical assistance activities at Headquarters and/or in the field. Provide administrative and logistic support to needs assessment missions and other travel of project staff and consultants; coordinate official meetings, mission agendas and travel plans.
• 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, procurement of equipment and services, etc.
• Perform general administrative tasks, to include preparing and/or processing requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations and visa applications).
• Assist in the coordination of programme/project planning and preparation; review and coordinate submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities and propose adjustments as necessary; carry out periodic status reviews; identify issues and initiate requisite follow-up actions; prepare revised budget estimates; report on budget revisions, expenditures and obligations, verify availability of funds; ensure necessary approval and entry in computerized budget system; prepare reports and ensure that outputs/services are properly reflected; initiate financial authorizations for expenditures.
• Closely monitor and carefully plan expenditures of grants relating to the Programmes’ knowledge development and innovation work and ensure that planned activities supported for technical cooperation work are properly budgeted; compare with approved budget and prepare regular financial forecasts; prepare adjustments as necessary; assist in preparation of budget performance reports, analysing variances between approved budgets and actual expenditures; prepare related status reports and projections. For this purpose, cooperate with other general support staff in the Section who closely monitor the overall finances of the programmes and of the Technical Cooperation Team.
• Collaborate with the project coordinator, team leaders and the monitoring and evaluation officer on performance reporting; assist in the preparation of the workplan of the programmes and their sub-projects; liaise with relevant parties on the interpretation of the activities/services scheduled 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 preparation of sub-contracts and procurement contracts; check and verify invoices, process and monitor payments of contractors; review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds. Follow up and liaise with relevant units to ensure smooth and timely processing of procurement and grants applications.
• Assist in the recruitment of local and field-based project staff, international consultants, individual contractors and interns, and provide backstopping support as required; monitor the timely and qualitative execution of sub-contracts and delivery of work by external consultants and their timely payment of instalments.
• Maintain calendar/schedules; monitor changes and communicate relevant information to the project/programme coordinator and appropriate staff inside and outside the immediate work unit;
• Draft correspondence and communication related to all aspects of programme/project administration, including providing support to the drafting of the work plan and budgets, revisions and other related issues.
• Assist in the overall maintenance of the Programmes digital archive, ensuring transparent and effective filing practices.
• Assist in the elaboration of training materials, technical documents; presentation materials using appropriate technology/software; handle arrangement for printing and translation as necessary; coordinate shipment arrangements, courier services, etc.
• Assist in the design, development and publishing of visual communication materials, including web-design; assists in providing technical support for the design, layout, and mock-up of various communications products (e.g. newsletters, flyers, brochures, notes, research papers, web-stories), using relevant publishing tools, services or products.
• Assist in the development and maintenance of the HTMSS website, including the uploading of materials.
• Provide guidance and training to new/junior staff, including field personnel.

• 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. Has understanding of 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. Has demonstrated 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 is required.

Job - Specific Qualification 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.

Work Experience A minimum of seven years of progressively responsible experience in programme or project administration or technical cooperation, is required.

Experience in financial analysis and budget monitoring is required.

Work experience with an ERP system is required.

Working experience with SAP-based/Umoja applications (in particular grants and management, financial, travel, procurement), or similar business process systems is desirable.

Experience in an international organisation or within the United Nations System is desirable.

Experience in working with donor funded programmes/ projects as well as experience with different country or field offices is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations 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. 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. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

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

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.

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.