Programme Assistant, G5 at United Nations Office on Drugs and Crime (UNODC)

Responsibilities

Within limits of assigned authority, the Programme Assistant will be responsible for the following duties:

• Assist in the coordination of the PLEAD II project planning and preparation work for the project activities, proposals, and receipt of relevant documentation for review and approval.
• Compile, summarize, and present basic information/data on specific PLEAD II Programmes projects and related topics or issues.
• 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.
• Assist in the processing of travel requests, and travel arrangements for consultants, meeting participants, training, and study tours, as well as the completion of travel expense reports and other processes related to the travel.
• 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.
• Ensure that the asset register is accurate and up to date; review the asset register and make necessary adjustments as required.
• Carry out annual asset verification.
• Draft correspondence on budget-related issues and prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• 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.
• Provide general office assistance; respond to complex information requests and inquiries; reviews, logs, and routes 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

• Professionalism: Has knowledge of internal policies, processes, and procedures generally and in particular those related to programme /project administration, implementation and evaluation, technical cooperation, programming and budgeting. Has understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Has ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Has demonstrated ability to apply good judgment in the context of assignments given. Has ability to perform analysis, modelling and interpretation of data in support of decision-making. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines, and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. The ability to perform analysis, modeling, and interpretation of data in support of decision-making.
• 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

• Passing the Global General Service Test (GGST) is a prerequisite, i.e. is required, for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.
• The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.
• 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 or project administration, technical cooperation or related area is required.
• Experience in Enterprise Resource Planning (ERP) or other similar system and human resources management system is required.
• Work experience with organizing workshops and trainings is required.
• Working experience with SAP/Umoja is desirable.