Programme Assistant

Vor 5 Tagen

Wien, Österreich United Nations Vollzeit

The post is located in the Implementation Support Section I (ISS I), Terrorism Prevention Branch (TPB), Division for Treaty Affairs (DTA). The incumbent will work under the direct supervision of the Programme Officer leading the Chemical, Biological and Nuclear Terrorism related work of TPB. S/he will work under the overall guidance of the Chief of Section, in close coordination with relevant Programme Officers in the Section and in relevant UNODC regional offices.

**Responsibilities**:
Within limits of assigned authority, the incumbent will provide programme, administrative and general office support. S/he will perform the following duties:

- Provide administrative assistance in the coordination of programme/project planning, implementation and monitoring of work.
- Provide administrative support and assistance in the planning and execution of organizational arrangements and coordination for technical assistance and other programme activities (national and regional workshops and experts meetings); contribute to compiling and drafting documentation; prepare information notes for participants; liaise with participants and experts; identify and ensure appropriate travel arrangements and other pertinent organizational details; assist in liaising with the recipient authorities, UNODC field offices and other UN Offices as well as relevant UNODC administrative offices;
- Assist in the preparation of draft programme implementation reports as well as programme and funding proposals, by compiling and consolidating information from various sources, identifying budgetary requirements, preparing budget estimates and producing expenditure estimates.
- Monitor availability of funds, status of expenditures and allotments for programme activities under the responsibility of the Section; produce expenditure estimates and forecasts; identify, initiate, carry out and follow-up to ensure required adjustments and corrections.
- Assist in the preparation of budget submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures, coordinate with finance and budget staff.
- Initiate and arrange to obtain goods and services, prepare and review requisitions and ensure correctness of data.
- Perform general office support functions; compile and regularly update various programme management tools (e.g., work plans, activities list, etc.); respond to routine correspondence and other communications; provide assistance on administrative procedures, processes and practices; review and process entitlements-related claims; provide administrative and logistic support to meetings, conferences, etc;
- Update and maintain large distribution lists; monitor, prepare and distribute various materials, reports; handle arrangement for printing and translation; coordinate shipment arrangements, courier services, etc; assist in the preparation of various documentation, press reviews, presentation materials using appropriate technology/software; maintain files (both paper and electronic) and databases for the Programme; maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate Programme;
- Perform other work-related duties as assigned.

Competencies

Planning and 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 other’s 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 accomplishment 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 and project administration, technical cooperation, administrative assistance and general office support or related area is required.

Experience in planning and executing organizational arrangements for meetings and conferences, in contributing to programme proposals and implementation reports is required.

Work experienc

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