Programme Assistant

vor 1 Woche

Wien, Wien, Österreich United Nations Vollzeit

The position is located in the Laboratory and Scientific Services (LSS), Drugs, Laboratory and Scientific Services Branch (DLSSB), Division for Policy Analysis and Public Affairs (DPA), United Nations Office on Drugs and Crime (UNODC).

The incumbent will work under the direct supervision of the Programme Management Officer (Synthetic Drugs) leading LSS' portfolio management and outreach activities and with overall guidance of the Chief, Drugs, Laboratory and Scientific Services Branch (DLSSB).


Responsibilities:

The Programme Assistant will perform the following specific tasks:

  • Provide support and assistance in the coordination of UNODC's Synthetic Drug Strategy as well as LSS' portfolio management and outreach activities. This includes the support of logistics, planning and coordination, as well as the delivery of administrative, financial and other operational tasks.
  • Support the planning and implementation of activities/processes for programmes and projects.
  • Assist in the coordination of programme/project planning and preparation; monitor status of programme/project proposals; take necessary action to ensure project documents are completed and submitted to relevant parties for approval.
  • Compile, summarize, and present complex information/data on specific programmes/projects and related topics or issues.
  • Assist in the preparation and analysis of programme/project budget proposals; provide assistance in the interpretation of budget guidelines; review and coordinate submissions of proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; prepare reports and ensure that outputs/services are properly categorized.
  • Assist in the monitoring and evaluation of programmes/projects; categorize, update, track and analyse data related to programmes/projects, e.g. outputs, resources utilized, deviations/revisions, etc.; carry out periodic status reviews, identify issues and initiate requisite followup actions; prepare revised budget estimates; reports on budget revisions, expenditures and obligations, verify availability of funds; ensure necessary approval and entry in computerized budget system (e.g. Umoja, ProfiBI); initiate financial authorizations for expenditures.
  • 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.
  • Arrange formal openings/closures of projects, initial and final budget revisions, transfer of equipment, required clearances, reports, etc.
  • Provide guidance/training to staff on financial and budget issues in connection with the projects.
  • Serve as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with diverse organisational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and followup on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, etc.
  • Draft correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepare team contributions for a variety of periodic reports.
  • Research, compile and summarize background materials for use in preparation of reports, briefs, speeches, presentation decks, infographics, webpages, etc.
  • Develop and maintain internal databases, online toolkits and webpages; generate a variety of standard and nonstandard statistical reports and other analytics 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, etc.).
  • 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

  • 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 twoway communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
  • Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and

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