Programme Assistant
Vor 5 Tagen
This position is located in the Field Support Section (FSS) of the Corruption and Economic Crime Branch (CEB), 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 the Programme Officer and the Chief, Field Support Section, and the overall guidance of the Chief of CEB.
**Responsibilities**:
Within assigned authority, the Programme Assistant will support the sound financial management of the Branch’s extra-budgetary and regular budget funds in compliance with United Nations' Financial rules and regulations and provide administrative support to programme delivery and in this respect be responsible for the following specific duties:
- Update and monitor CEB’s financial tools as well as prepare financial reports related to the management of CEB’s grants and projects.
- Extract and collate financial information in support of reporting to donors and meeting other financial reporting requirements.
- Contribute to ensuring that expenditures are charged to the designated grants, cost centers and work bread-down structure elements (WBSEs).
- Prepare initial budget allocations and revisions with supporting documentation for submission to FRMS.
- Set up grants and work break-down structure elements (WBSEs) as required.
- Monitor commitments and ensure the liquidation of obsolete commitments.
- Prepare and ensure the timely completion of the tasks related to the year-end financial closing.
- Maintain and update the financial information required to prepare and update UNODC’s online staffing table (OST).
- Ensure filing and maintenance of financial and other relevant records, including relevant information about grants.
- Compile basic data from a variety of sources (including from ERP systems such as UMOJA), draft related status reports, identifying shortfalls in delivery, budget overruns, etc., and bring to the attention of the responsible programme officers and/or management.
- Liaise with relevant counterparts within the Branch, from the field offices and from other units, such Budget, Accounts and the Co-financing and Partnership Section (CPS), as required in support of completing the tasks.
- 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 in Inspira, including hiring of consultants, travel arrangements, training/study tours, authorization of payments, disbursement of funds, and procurement of equipment and services;
- Draft a variety of correspondence and other communications for signature/approval related to all aspects of programme implementation.
- 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, seminars and workshops at and away from headquarters; handle routine administrative tasks, such as maintaining attendance records.
- Perform other work-related duties as assigned.
Competencies
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.
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.
Education
High school diploma or equivalent is required.
Job - Specific Qualification
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.
Work Experience
A minimum of five years of experience in programme/project administration and planning is required.
Work experience with an Enterprise Resource Planning (ERP) system is required.
Work experience with SAP/Umoja is desirable.
Experience in the organization of meetings and trainings preferably in crime prevention and criminal justice or related area, including meetings held abroad, is desirable.
Languages
English and French are
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