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Programme Assistant, G5
Job Code Title:
Programme Management Assistant
United Nations Office on Drugs and Crime
Thursday, 1 March 2018
Org. Setting and Reporting
The post is located in the Conference Support Section (CSS), 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 work under the direct supervision of Crime Prevention and Criminal Justice Officer and under the overall guidance of the Chief of the Section.
For more information on UNODC, please visit our website: www.unodc.org.
The incumbent will perform the following specific duties:
•Review project documents, especially cost plans/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.
•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, in particular recruitment and appointment of personnel, travel arrangements and procurement of equipment and services but also authorization of payments, disbursement of funds etc.
•Compile, summarize and enter data on project delivery; draft related status reports, identifying shortfalls in delivery, budget overruns, etc., and bring to the attention of management.
•Draft correspondence on budget-related issues and prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
•Provide general office assistance; respond to complex information requests and inquiries; review, log and route incoming correspondence; set up and maintain files/records; organize meetings, workshops; handle routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
•Assist with the planning and servicing of all relevant Commission on Crime Prevention and Criminal Justice (CCPCJ) mandated expert group meetings, the Conference of the Parties to the United Nations Convention against Transnational Organized Crime and its working groups;
•Maintain/update continuously the lists of invitees, forms and databases required for processing correspondence ensuring that they contain the most current information. Liaise with the Correspondence Unit for processing and distribution of communication to the appropriate addressees. Provide reference assistance and maintain reference databases and collections of documents and other materials (list of participants, etc.).
•Perform general office support functions, as required. Perform other related work as requested by the Chief or other senior officer; cover for other General Service staff functions when colleagues are absent or on leave.
Professionalism: Has knowledge of the Organization’s conference and programme policies, procedures and practices. Is able to research, select, organize and summarize information required for the preparation of meetings. 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.
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.
High school diploma or equivalent.
A minimum of five years of experience in programme or project administration, technical cooperation or related area, including financial and budgetary assistance is required. Work experience servicing inter-governmental meetings is desirable. Experience with SAP based enterprise applications (such as Umoja) is an asset.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Recruitment for this position is done on a local basis.
Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.
Other Skills and Requirements
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
If an external candidate is considered, the candidate will be subject to a passing grade on the relevant proctored entry-level examination at the duty station.
Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.
Travel expenses incurred in order to take the examination, as well as recruitment travel is 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.
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.
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