Programme Assistant
vor 19 Stunden
This position is located in the Human Trafficking and Migrant Smuggling Section (HTMSS) of the 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 report directly to the Crime Prevention and Criminal Justice Officer - Team Leader, Technical Cooperation Team and work under the overall supervision of the Chief of Section.
**Responsibilities**:
Within delegated authority, the Programme Assistant will provide administrative support to the activities and initiatives carried out by the Technical Cooperation Team of HTMSS under the Global Programme against Trafficking in Persons and the Global Programme against the Smuggling of Migrants. They will be responsible for supporting the implementation of activities established under the Programmes and the Programme and will also provide overall support to the programme in the field of procurement, grants and in the overall financial management, monitoring and reporting of the implementation of technical cooperation projects. The incumbent will be responsible for the following duties:
- Provide assistance in support of planning and implementation of activities and initiatives of the Global Programmes and the Technical Cooperation Team of HTMSS. Compile, summarize, and present information/data on specific programmes/project delivery, data which will be used by project management in support of periodic reports and summaries
- Assist in the coordination of programme/project planning and preparation; review and coordinate submissions of financial components and budget estimates for project proposals, ensuring that requisite information is included and justified in terms of proposed activities and propose adjustments as necessary; carry out periodic status reviews; identify issues and initiate requisite follow-up actions; prepare revised budget estimates; report on budget revisions, expenditures and obligations, verify availability of funds; ensure necessary approval and entry in computerized budget system; prepare financial reports and ensure that outputs/services are properly reflected; prepare revised budget estimates, initiate financial authorizations for expenditures.
- Closely monitor expenditures of the overall budget of the projects managed by the Technical Cooperation Team; review accuracy of expenditure records; compare with approved budget and prepare regular financial forecasts; prepare adjustments as necessary; assist in preparation of budget performance reports, analysing variances between approved budgets and actual expenditures; prepare related status reports and projections.
- Collaborate with project managers on performance reporting; assist in the preparation of the workplan of the programme and its sub-projects; liaise with relevant parties in Field offices, on the interpretation of the activities/services scheduled and various planning instruments such as the medium-term plan and internal work plans; provide guidance on financial management and reporting requirements, guidelines, rules and procedures to administrative personnel deployed in UNODC Field offices to support the implementation of HTMSS technical cooperation projects and ensure completeness and accuracy of data submitted.
- Serve as focal point for administrative coordination and monitoring of the implementation of activities of technical cooperation projects, involving extensive liaison with diverse organizational units to obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organization of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
- Assist in the recruitment of local and field-based project staff, international consultants, individual contractors and interns, and provide backstopping support as required;
- Monitor the timely and qualitative execution of sub-contracts and delivery of work by external consultants and their timely payment of instalments.
- Provide administrative and logistic support to needs assessment missions and other travel of project staff and consultants; coordinate official meetings, mission agendas and travel plans.
- Assist in the overall maintenance of the Programme digital archive, ensuring transparent and effective filing practices.
- Handle arrangements for printing and translation of project materials and technical documents as necessary; coordinate shipment arrangements, courier services, etc.
- Provide guidance and training to new/junior staff.
- Perform other work-related duties as assigned.
Competencies
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
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