Programme Assistant

vor 2 Wochen

Wien, Wien, Österreich United Nations Vollzeit

This position is located in the Environment Team (ET), Border Management Branch (BMB), Division of Operations (DO), UNODC, in Vienna.

The incumbent will report to the Administrative and Budget Officer of the Global Programme for Combating Crimes Against the Environment (GPCAE).

The incumbent will also work in close consultation with relevant staff in the Team and in the Field Offices.

Responsibilities:

Within assigned authority, the incumbent will perform the following specific duties:

  • Provide assistance in support of planning and implementation of activities, processes including financial matters, under the global programme.
  • Assist in the coordination of programme planning and preparation; monitor status of programme/project proposals; take necessary action to ensure programme documents are completed and submitted to relevant parties for approval.
  • Assist in the preparation and analysis of budget proposals for the Programme and individual regional/country level budget segments; provide assistance in the interpretation of budget guidelines; review and coordinate submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepare reports and ensure that outputs/services are properly categorized.
  • Assist in programmes/projects related processes in UMOJA and in the Integrated Planning, Management and Reporting (IPMR) system, including those linked to funds commitments, financial authorizations, shopping carts, grants and project structure, UE2, as well as project revisions and progress reports.
  • Assist in the monitoring and evaluation of the Programme and its countrylevel segments; categorize, update, track and analyse data related to implementation of the Programme; identify issues and initiate requisite followup actions; prepare revised budget estimates; report on budget revisions, expenditures and obligations, verify availability of funds.
  • Assist with released budgets, spending and transactions in accordance with available funds and cost plans; ensure that available resources are properly utilized; liaise with Field Office staff on administrative and financial issues; determine whether adjustments are necessary and ensure that these have been accurately processed. Prepare financial reports from Umoja system generated reports.
  • Collaborate with programme managers on performance reporting; liaise with relevant parties on the interpretation of the activities/services and various planning instruments such as the mediumterm plan and internal work plans; provide assistance on reporting requirements, guidelines, rules and procedures and ensure completeness and accuracy of data submitted.
  • Assist in the recruitment process and monitoring of contracts for longand shortterm staff and consultants under the Programme, as well as technical assistance personnel, as required for effective programme implementation.
  • Prepare, maintain and update files (electronic) and internal databases; design and generate a variety of periodic and ad hoc reports and other background materials/notes to facilitate inspection, evaluation and reporting.
  • Provide general office assistance; draft routine correspondence; 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.
  • Prepare cost estimates for expert and regional meetings and trainings; Prepare requests and rosters for Financial Resources Management Service for payment of DSA to participants/experts attending trainings and meetings; review and prepare travel authorization requests, advances and travel claim settlements.
  • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
  • Assist with visualizations and updating information material such as web pages or brochures.
  • Perform other workrelated duties as assigned.
Competencies

  • 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 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.
Educa

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