|Posting Title:||Programme Assistant, G5|
|Job Code Title:||Programme Management Assistant|
|Department/Office:||United Nations Office on Drugs and Crime|
|Posting Period:||23 March 2020 – 21 April 2020|
|Job Opening Number:||20-Programme Management-UNODC-134025-R-Vienna (O)|
Org. Setting and Reporting
This position is located in the Implementation Support Section II (ISS II), Terrorism Prevention Branch (TPB), Division for Treaty Affairs (DTA), UNODC. Under the overall supervision of the Chief of Section and in close coordination with concerned Programme Officers in the Section and in relevant UNODC regional/country offices, the incumbent will provide programme, administrative and general office support.
For more information on UNODC, please visit the following website: www.unodc.org
Within limits of assigned authority, the incumbent will perform the following duties:
• Provide administrative assistance in the coordination of programme/project planning,
implementation and monitoring of work in the Section.
• Participate in the planning and execution of organizational arrangements and coordination for technical assistance and other programme activities (national and regional workshops and experts meetings); liaise with participants and experts; identify and ensure appropriate travel arrangements and other pertinent organizational details; assist in liaising with the recipient authorities, UNODC field offices and other UN Offices as well as relevant UNODC administrative offices.
• Assist in the preparation of draft programme implementation reports as well as programme and funding proposals, by compiling and consolidating information from various sources, identifying budgetary requirements, preparing budget estimates and producing expenditure estimates.
• Monitor availability of funds, status of expenditures, as well as headquarters and field
segments for programme activities under the responsibility of the Section using SAP/Umoja system; produce expenditure estimates and forecasts; identify, initiate, carry out and follow up to ensure required adjustments and corrections; assist in preparing un-released and released budgets using Umoja system for grants for segments relating to the Section.
• Assist in the preparation of budget submissions and finalization of budget performance
reports, analyzing variances between approved budgets and actual expenditures using the
relevant applications; coordinate with finance and budget staff.
• Initiate and arrange to obtain goods and services, prepare and review requisitions and ensure correctness of data.
• Perform general office support functions; compile and regularly update various programme management tools (e.g. work plans, activities list, etc.); respond to routine correspondence and other communications; provide assistance on administrative procedures, processes and practices; review and process entitlements-related claims;
• Provide administrative and logistics support to meetings, conferences, etc..
• Update and maintain large distribution lists; monitor, prepare and distribute various
materials, reports; handle arrangement for printing and translation; coordinate shipment
arrangements, courier services, etc; assist in the preparation of various documentation, press reviews, presentation materials using appropriate technology/software; maintain files (both paper and electronic) and databases for the Programme; maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate Programme.
• 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 a general knowledge and understanding of UNODC’s mandates. Has experience in planning and executing arrangements for meetings, conferences, seminars, including their substantive, organizational, coordination, logistic and administrative aspects. Has knowledge in preparing budgetary inputs, cost estimates and expenditure monitoring. Has ability to identify issues, analyse and participate in the resolution of issues/problems. Is able to undertake basic research and gather information from various sources, including electronic sources on the internet, intranet and other databases. Has ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. 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 and 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.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing other’s 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 accomplishment and accepts joint responsibility for team shortcomings.
High school diploma or equivalent.
A minimum of five years of experience in programme and project administration, financial administration, administrative assistance and general office support or related area is required.
Experience in planning and executing organizational arrangements for meetings and conferences is required.
Working experience with an ERP (Enterprise Resources Planning) system is required.
Experience in preparing budgetary inputs, cost estimates and expenditure monitoring is required.
Advanced knowledge of standard software (MS Word, Excel etc.) and applications is required.
Work experience using SAP/Umoja, especially processing travel and shipments, creating shopping carts and budgets is desirable.
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.
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 withing commuting distance of each office, irrespective of their nationalityand 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 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.
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)
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