Programme Assistant
vor 4 Wochen
This position is located in the Crime Prevention and Criminal Justice Section (CPCJS), Division for Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC) in Vienna, Austria. The incumbent will report directly to the Crime Prevention and Criminal Justice Officer managing the STRIVE Juvenile project component and work under the overall guidance of the Crime Prevention and Criminal Justice Officer coordinating the Global Programme to End Violence against Children (GLOZ43) and the Chief of Section.
**Responsibilities**:
Within limits of assigned authority, the Programme Assistant will be responsible to provide assistance in support of planning and implementation of all initiatives of the STRIVE Juvenile component. This includes the following duties:
- Provide programme, administrative and logistics support for the implementation of activities, including support for the organization of meetings, conferences, travel of experts, staff and participants, and other technical assistance activities at headquarters and/or in the field.
- Serving as the focal point for administrative coordination of programme/project implementation activities, involving extensive and regular liaison with field offices involved in the project (ROMENA, POIRQ, POIND, CONIG), as well as with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions (e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.).
- Respond or draft responses to routine correspondence and other communications; use standard word processing package to produce a wide variety of large, complex documents and reports for the approval of the project manager.
- Initiate, process, monitor, review and follow-up on actions related to the administration of the programme/project and human resource activities.
- Maintain calendar/schedules; monitor changes and communicate relevant information to the project manager and appropriate staff inside and outside the immediate work unit.
- 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.
- In close partnership with the project manager, maintain the overview of finances, including Field Office segments, financial authorizations as well as of reporting obligations, monitor expenditures and compare with approved budget; prepare adjustments as necessary; prepare monthly budget performance reports for submission to the project manager, analyze variances between approved budgets and actual expenditures; prepare related status reports and projections.
- Coordinate with national project officers hired under the project to ensure timely and coordinated execution of programme assistance tasks.
- Support the project manager in drafting minutes of project meetings and other relevant project-related events.
- Review, record, distribute and/or process mail and other documents; follow-up on impending actions.
- Assist, by using appropriate technology/software, in the elaboration of training materials, technical documents, and presentation materials prepared by substantive staff; handle arrangements for printing and translation as necessary; coordinate shipment arrangements, courier services, etc.
- Assist in the overall maintenance of the project digital archive, ensuring transparent and effective filing practices.
- Provide guidance and training to new/junior staff, including field staff, as requested.
- 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 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 before personal agenda; supports and acts in accordance with final group decisions, 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.
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