|Posting Title:||Programme Assistant, G6|
|Job Code Title:||Programme Management Assistant|
|Department/Office:||United Nations Office on Drugs and Crime|
|Posting Period:||06 August 2019 – 04 September 2019|
|Job Opening Number:||19-Programme Management-UNODC-121196-R-Nairobi (O)|
Org. Setting and Reporting
The post is located in the UNODC Regional Office for Eastern Africa (ROEA). The incumbent will work under the general guidance of the UNODC ROEA Representative and the direct supervision of the ROEA Programme Officer and in close cooperation with the Finance Officer.
The Programme Assistant will be responsible for providing support to the implementation of the Alternative to Imprisonment Project in Kenya. Within assigned authority, the incumbent will be responsible for the following duties:
Provide assistance in support of programme and project planning and implementation activities/processes.
Research, compile, analyse, summarize, and present basic information/data on specific programmes/project and related topics.
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.
Serve as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a 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
Assist in the recruitment process and monitoring of contracts long- and short-term staff, as well as technical assistance personnel, as required for effective project/programme implementation. Organize and deliver trainings of the newly recruited staff according to the office and staff needs.
Draft correspondence and communications related to programme/project administration and implementation.
Provide guidance and training to new/junior staff.
Provide support with respect to the review, analyses and preparation of the medium-term plan and its revisions.
Prepare supporting documents (narrative and supporting tables) with respect to finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements.
Assist managers in the elaboration of resource requirements for programme/project budget submissions.
Monitor expenditures and compare with approved budget; prepare adjustments as necessary.
Review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
Assist in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
Monitor integrity of various financial databases.
Verify accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued.
Assist the Programme Officer and Finance Officer on the development and management of the project budget;
Co-ordinate with all project staff on related issues during preparation of expenditure reports.
Review, analyse and process payments to third-parties, commercial entities and individuals.
Ensure that the asset register is accurate and up to date.
Review the asset register and make necessary adjustments as required.
Carry out annual asset verification.
Keep up-to-date on documents/reports/guidelines that have a bearing on matters related to programme, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures.
Maintain and keep up-to-date files.
Perform other work related duties, as assigned.
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 knowledge of and ability to apply financial rules, regulations and procedures in the UN environment. Has knowledge, skills and ability to extract, interpret, analyze and format data across the full range of finance and budget functions, including programme development and database management, claims and treasury operations. Is able to identify and resolve data discrepancies and operational problems. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
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.
High school diploma or equivalent.
A minimum of seven years of experience in administrative services, programme support and administration is required.
Experience in budget, accounting, and in programme management or related areas is required.
Experience in financial analysis and budget monitoring is highly desirable.
Work experience in the United Nations system or in an international organization would be an asset.
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 asset.
Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.
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.
Other Skills and Requirements
Passing the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY or the Global General Service Test (GGST) is a requirement for recruitment consideration in the General Service category in the United Nations Secretariat.
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.
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.
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.
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.
Above texts are copied from United Nations Official Web Page (careers.un.org)
Copyright 2018 United Nations. All rights reserved
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