UN Job in Vienna, Programme Assistant, G5, UNODC-112854-PA

Posting Title:Programme Assistant, G5
Job Code Title:Programme Management Assistant
Department/Office:United Nations Office on Drugs and Crime
Duty Station:VIENNA
Posting Period:15 March 2019 – 13 April 2019
Job Opening Number:19-Programme Management-UNODC-112854-R-Vienna (O)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

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 report directly to the Project Coordinator “Global Action to prevent and address trafficking in persons and smuggling of migrants” GLOZ67 (GLO.ACT Asia and the Middle East Programme) and work under the overall supervision of the Chief of Section.

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

Responsibilities

The incumbent will perform the following specific duties:

•Perform a wide range of programme/project, office and administrative support functions;
•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;
•Serves 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). Screen phonecalls, respond to moderately complex information requests and inquiries and, as necessary, refer inquiries to appropriate personnel for handling;
•Respond or draft responses to routine correspondence and other communications; use standard word processing package to produce a wide variety of large, complex documents and reports;
•Initiate, process, monitor, review and follow-up on actions related to the administration of the programme/project and section’s human resource activities;
•Maintain calendar/schedules; monitor changes and communicate relevant information to the project/programme coordinator and appropriate staff inside and outside the immediate work unit;
•Maintain the overview of finances, including Field Office segments, financial authorizations as well as of reporting obligations;
•Monitor status of expenditures and allotments through Umoja, record variations, update budget tables;
•Coordinate with national project officers hired under the project to ensure timely and coordinated execution of tasks;
•Support the project coordinator in drafting progress reports, mission reports, evaluation reports etc;
•Review, record, distribute and/or process mail and other documents; follow-up on impending actions;
•Handle arrangement for printing and translation as necessary; coordinate shipment arrangements, courier services, etc.;
•Maintain files (both paper and electronic);
•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 and implementation as well as general office support. Is able to perform a broad range of administrative functions including budget/work programme and human resources related. Is able to understand and apply administrative, financial and human resources rules and regulations in work situations. 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
•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 five years of relevant working experience in administrative services, general office support, finance, human resources or related area is required. Experience in an international organisation or within the United Nations System is required. Proven IT literacy is required. Work experience with an ERP based system is required. Working experience with SAP-based/Umoja applications (in particular grants and management, financial, travel, procurement), or similar business process systems is highly desirable. Experience in working with European Union funded programmes/ projects as well as experience with different country or field offices is highly desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Working knowledge of at least one additional UN language is highly desirable. 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 is a project post. Filling of this position is subject to funding availability and the initial appointment will be for a period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of funds. 

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.

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 or sexual abuse, or crimes other than minor traffic offences, 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.

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.


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.

Above texts are copied from United Nations Official Web Page (careers.un.org) 
Copyright 2018 United Nations. All rights reserved

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