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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:26 September 2019 – 25 October 2019
Job Opening Number:19-Programme Management-UNODC-123786-R-Vienna (O)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The position is located in the Laboratory and Scientific Section (LSS), Research and Trend Analysis Branch (RAB), Division for Policy Analysis and Public Affairs (DPA), United Nations Office on Drugs and Crime (UNODC), in Vienna, Austria. The incumbent will work under the direct supervision of the Programme Management Officer, UNODC Opioid Strategy and overall supervision of Chief, LSS.

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

Responsibilities

The Programme Assistant will be responsible for the following tasks:

•Provide assistance in the coordination and implementation of the UNODC integrated response to the global opioid crisis – UNODC Opioid Strategy as well as LSS scientific and forensic services.
•Review project documents especially cost plans and budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identify inconsistencies; distribute project documents to relevant parties upon approval.
•Review budget revisions; verify availability of funds; ensure necessary approval and entry in computerized budget system e.g. UMOJA.
•Maintain periodic project implementation and budget control records, compile, summarize and enter data on project delivery; draft related status reports, identifying shortfalls in delivery, budget overruns, and bring them to the attention of management.
•Serve as focal point for administrative coordination of 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 and study tours, authorization of payments, disbursement of funds, procurement of equipment and services.
•Ensure smooth and efficient information flow within the unit; prepare and process confidential information; assist in the development of office administrative systems and procedures.
•Research, compile and summarize background materials for use in preparation of reports, briefs, speeches, presentation decks and infographics.
•Provide assistance in the coordination of service-wide activities (meetings, training), special projects and events.
•Maintain, update and further develop internal databases; online toolkits; update website; generate a variety of standard and non-standard statistical and other reports from various databases.
•Carry out quality control function for outgoing documents; proofread and edit texts for adherence for format, grammar, punctuation and style as well as provide related specialized support (e.g. technology support, editing, desktop publishing).
•Perform a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders, etc.), including preparing and/or processing administrative requests and documents (e.g., travel requests, expense claims, vouchers, visa applications).
•Coordinate administrative services, including preparing, monitoring and processing various requisitions, service contracts and payment vouchers, coordinating special assignments and related travel authorizations.
•Using relevant computer software, adjust layouts in appropriate format for promotional and other material, e.g. brochures, presentational materials, announcements, video, online and social media related material; ensure that photos, graphics, are appropriate and conform to UN standards for print materials.
•Identify and prepare new material for inclusion in appropriate web pages by researching various information sources for relevant material and cross-checking information with author offices as required, retrieving and downloading pertinent documentation and other information in requisite programming languages for Web format or inserting into database after determining appropriate categorization, preparing infographics, preparing new pages, incorporating graphics as needed using appropriate authoring tools and necessary programming languages, preparing and updating index of documents, posting documents on the UN web and/or development servers and ensuring the appropriate directory location, and checking and testing for multiple browser support.
•Provide guidance/training to junior staff.
•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 and 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 work well with figures, undertake basic research and gather information from standard sources and translating research to knowledge. 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.
•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.
•Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Education

High school diploma or equivalent.

Work Experience

A minimum of five years of work experience in general office support or related area, programme or project administration, technical cooperation or related area is required.
Experience in information, communication and/or media publication and related software including website design and publication is highly desirable.
Work experience with an ERP system such as SAP is required

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French or Spanish is desirable. 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 of within commuting distance of each office, irrespective of their nationality and 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 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.

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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