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Programme Assistant
vor 4 Wochen
The post is located in the Secretariat to the Governing Bodies (SGB), Division for Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC), in Vienna, Austria. The incumbent will report directly to the Chief of the Secretariat to the Governing Bodies and work under the overall supervision of the Director of the Division.
**Responsibilities**:
The Programme Assistant will be responsible, inter alia, for the following specific duties:
- Provide assistance in support of planning and implementation activities/ processes for project AUTZ69 and administer the relevant project activities in the United Nations (UN) ERP system, UMOJA, in the areas of grants, finance, procurement and travel.
- Assist in the financial administration of programme/project initiatives of the SGB, including monitoring the status of accounts of grants and reporting thereon in an independent manner, using business intelligence reporting.
- Assist in the preparation and analysis of programme/project budget proposals and the reporting thereon. Provide support with the review of project documents, especially cost plans/budgets, for completeness and compliance with relevant UN rules and procedures prior to submission for approval.
- Create and maintain grant entries for project AUTZ69 in the UN ERP system, UMOJA.
- Prepare the necessary financial information for budget revisions; verify availability of funds; ensure necessary approval and accurate entry in the UN ERP system, UMOJA.
- 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, travel arrangements, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
- Compile, summarize, and provide support with the presentation of basic information/data on specific programmes/project and related topics or issues.
- Administer the procurement of goods for project AUTZ69; independently prepare and track low value procurement processes; prepare necessary documents for official procurement processes; review purchasing requests and determine the availability of funding source; process procurement of goods in accordance with existing procurement rules and regulations.
- Prepare purchase and service orders as well as related services entry sheets for project AUTZ69.
- Process travel authorizations and reimbursement claims for meeting participants in the UN ERP system, UMOJA, as required; liaise with the travel unit, visa section and finance section, and the individual travellers and their offices. Prepare mini master entries, account details of travellers, travel requests and expense reports.
- Assist in the recruitment process and monitoring of contracts and payments with regard to project related personnel; update staffing tables and prepare entries for online staffing tables.
- Maintain webpages by uploading documents and actualising the contents, as required.
- Provide back-up support for the registration of meeting participants, the preparation of lists of participants and documentation processing, as required.
- Perform other work-related duties and responsibilities 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.
- Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Education
High school diploma or equivalent.
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 seven years of work experience in project administration, technical cooperation, accounting, finance, procurement or related field is required.
Proven experience in administrative services including finance and/or accounting is required.
Experience in working with an ERP system is required.
Experienc
