Programme Assistant
vor 1 Woche
The post is located in the Human Trafficking and Migrant Smuggling Section (HTMSS) of the Organized Crime and Illicit Trafficking Branch (OCB) of the Division for Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC), in Vienna. The incumbent will work under the direct supervision of the Crime Prevention Expert and designated senior staff, and the overall guidance of the Chief of HTMSS.
**Responsibilities**:
The incumbent will perform the following specific duties:
- Provide programme, administrative and general office support and assistance to the management team of the “Human Trafficking and Migrant Smuggling Section” (HTMSS);
- Monitor availability of funds, status of expenditures, allotments and inputs to field office segments, review requisitions for goods and services, ensure correctness of data and prepare adjustments as necessary;
- Assist in preparation of budget submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures;
- Draft correspondence on budget-related issues and prepare and update periodic financial reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.;
- Coordinate with finance and budget staff on issues related to financial reporting;
- Review entitlements-related claims and reports and provide assistance to a variety of administrative duties;
- 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.
- 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;
- Monitor processes and schedules related the Programme’s outputs, products, tasks, etc.; where applicable, assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements;
- Orient new staff to relevant administrative procedures and practices and provide general assistance to other office support staff, as required;
- Provide all necessary administrative and logistics support to meetings, boards, committees, conferences, etc.;
- Maintain files (both paper and electronic) and databases for the Programme;
- 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 decision, 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.
Education
High school diploma or equivalent is required.
Job - Specific Qualification
Relevant training in computer skills in Microsoft is desirable.
Work Experience
A minimum of five years of work experience in programme/project administration, administrative assistance, general office support or related area is required.
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 an advantage.
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 would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the servic
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