Programme Assistant
vor 2 Wochen
This position is located in the Office of the Secretary (OS), Secretariat of the International Narcotics Control Board (SINCB), Division for Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC), in Vienna. The Programme Assistant will report to the GRIDS Administrative Officer.
**Responsibilities**:
Within assigned authority, the Programme Assistant will be responsible for the following specific duties:
- Assist in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
- Compile, summarize, and present basic information/data on specific programmes/project and related topics or issues.
- Extract and compile various reports through SAP/UMOJA, the Integrated Planning Management and Reporting (IPRM) system and the UN Secretariat’s Talent Management platform INSPIRA, and assist in the management of grants, purchase requisitions, payment of contractors' invoices, monitor payments, and travel requests.
- Review project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identify inconsistencies; distribute project documents to relevant parties upon approval.
- Review budget revisions; verifies availability of funds; ensure necessary approval and entry in computerized budget system.
- 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, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
- Compile, summarize and enter data on project delivery; draft related status reports, identifying shortfalls in delivery, budget overruns, etc., and bring to the attention of management.
- Draft correspondence on budget-related issues and prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
- 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, workshops; handle routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
- Provide guidance/training to new/junior staff.
- Perform other work-related duties as assigned.
Competencies
- Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
- 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.
Work Experience
A minimum of five years of experience in programme or project administration, technical cooperation or related area is required.
Work experience with an Enterprise Resource Planning (ERP) system is required.
Work experience with SAP/Umoja particularly administrative roles is desirable.
Work experience with financial regulations and rules within the United Nations system or a similar international organization is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is a desirable.
Assessment
Special Notice
While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment w
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