Programme Assistant
vor 2 Wochen
This position is located in the Shared Portfolio Services (SPS), Information Technology Service (ITS), Division for Management (DM) United Nations Office at Vienna (UNOV)/United Nations Office on Drugs and Crime (UNODC), in Vienna. The incumbent will work under the direct supervision of the Programme Management Officer (Information Systems) leading the Shared Portfolio Services and the overall guidance of the Chief of the Information Technology Service.
**Responsibilities**:
Within assigned authority, the incumbent will perform the following specific duties:
- Perform, under mínimal supervision, the full range of office management and administrative support functions; provide direct assistance to assigned officer/s or manager/s responsible for a major programme or project.
- Maintain liaison with the senior officials in other units regarding related project and other administrative matters; monitor process and schedules related to the unit’s outputs, products, tasks, etc.
- Coordinate audit inquiries related to ITS: prepare draft responses, collect and compile input from other units if required.
- Administer the Microsoft Teams and SharePoint Online site of Shared Portfolio Services to disseminate information and collect data from other units, teams and clients of ITS.
- Contract management: Prepare, follow-up and monitor the status of various contracts covering a range of transactions; create and maintain relationships with suppliers and clients; maintain correspondence and documentation related to contracts, service level agreements (SLA’s) and note for the files (NFF’s); communicate and provide information to stakeholders regarding contracts; monitor contracts and initiate close-out, extension or renewal of contracts; take initiative on problem-solving and report to supervisor contract-related issues.
- Prepare and maintain the ITS service catalogue.
- Keep abreast of and compile information on developments in IT technology in the UN and in the industry in general.
- Provide guidance to clients regarding ITS standards and workflow processes; draft and prepare client satisfaction surveys and report on results.
- Assist in the coordination of programme/project planning and preparation work for specific programme/project initiatives; monitor status of programme/project proposals and receipt of relevant documentation for review and approval.
- Ensure smooth and efficient information flow within the unit; assist in the development of office administrative systems and procedures.
- 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.
- 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; verify availability of funds; ensure necessary approval and entry in computerized budget system.
- 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 maintains files/records; organize meetings, workshops; handle routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
- Respond or draft responses to routine correspondence and other communications; use standard word processing package to produce a wide variety of large, complex document and reports
- Generate a variety of standard statistical and other reports, work orders, etc., using various databases.
- Update and further develop internal databases; update website; generate a variety of standard and non-standard statistical and other reports from various databases.
- Carry out quality control function for outgoing documents; proofread and edit texts for adherence for format, grammar, punctuation and style.
- 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.
- Assist in the preparation of presentation materials using appropriate technology/software.
- Maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
- Provide guidance/training to new/junior staff.
- Perform other work related duties as assigned.
Competencies
Planning & Organizing - Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjus
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