Programme Assistant,
Vienna
UNODC - Office on Drugs and Crime
Closing date: Thursday, 4 October 2018
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Responsibilities
The incumbent will perform the following specific duties:
• Provide programme, administrative and general office support and assistance to the management team of the “Human Trafficking and Migrant Smuggling Section” (HTMSS);
• Monitor availability of funds, status of expenditures, allotments and inputs to field office segments, review requisitions for goods and services, ensure correctness of data and prepare adjustments as necessary;
• Assist in preparation of budget submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures;
• Draft correspondence on budget-related issues and prepare and update periodic financial reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.;
• Coordinate with finance and budget staff on issues related to financial reporting;
• Review entitlements-related claims and reports and provide assistance to a variety of administrative duties;
• 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.;
• 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;
• Monitor processes and schedules related the Programme’s outputs, products, tasks, etc.; where applicable, assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements;
• Orient new staff to relevant administrative procedures and practices and provide general assistance to other office support staff, as required;
• Provide all necessary administrative and logistics support to meetings, boards, committees, conferences, etc.;
• Maintain files (both paper and electronic) and databases for the Programme;
• Perform other work related duties as assigned.
Competencies• Provide programme, administrative and general office support and assistance to the management team of the “Human Trafficking and Migrant Smuggling Section” (HTMSS);
• Monitor availability of funds, status of expenditures, allotments and inputs to field office segments, review requisitions for goods and services, ensure correctness of data and prepare adjustments as necessary;
• Assist in preparation of budget submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures;
• Draft correspondence on budget-related issues and prepare and update periodic financial reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.;
• Coordinate with finance and budget staff on issues related to financial reporting;
• Review entitlements-related claims and reports and provide assistance to a variety of administrative duties;
• 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.;
• 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;
• Monitor processes and schedules related the Programme’s outputs, products, tasks, etc.; where applicable, assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements;
• Orient new staff to relevant administrative procedures and practices and provide general assistance to other office support staff, as required;
• Provide all necessary administrative and logistics support to meetings, boards, committees, conferences, etc.;
• Maintain files (both paper and electronic) and databases for the Programme;
• Perform other work related duties as assigned.
• Professionalism: Has knowledge of general office and administrative support including programme/project related administrative policies, processes and procedures. Is able to work with well with figures, undertake basic research and gather information from standard sources. Demonstrates ability to apply good judgement 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
• 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 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.
Education• 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 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.
High school diploma or equivalent.
Work Experience
A minimum of five years of work experience in programme/project administration, administrative assistance, general office support or related area is required. Advanced experience in the use of standard United Nations software (Lotus Notes, MS Excel etc) and applications and ability to learn new programmes is required. Experience with SAP based applications in the United Nations system or another international organization 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. 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 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. Nonlocal 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.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Other Skills and RequirementsThis 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. Nonlocal 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.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
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 ConsiderationsThe 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.
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.
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.