Team Assistant at United Nations Office on Drugs and Crime (UNODC)

Responsibilities

The incumbent will assist the Associate Programme Officer (Health and Social Development Pillar) with the day-to-day administrative management of programme activities related to Health and social development programmes in Kenya and Eastern Africa as whole. The incumbent will also provide administrative assistance with the implementation of other related activities in HIV Prevention, Treatment and care among people who use and Inject Drugs and people in prisons and prevention, treatment and care for substance use disorders including the project on promotion of Treatment as an Alternative to incarceration for People with Substance use disorders in contact with the criminal justice system as required.

Within assigned authority, the incumbent will be responsible for the following specific duties:

•  Perform a wide range of office support and administrative functions.
• 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 unit’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.
• Research, compile and organize information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
• Generate a variety of standard statistical and other reports, work orders, etc., using various databases.
• Proofread documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
• Provide secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
• Perform data entry and extraction functions.
• Review, record, distribute and/or process mail and other documents; follow-up on impending actions.
• Update and maintain large distribution lists; monitor, prepare and distribute various materials, reports, where possible using electronic formats; handle arrangement for printing and translation as necessary; coordinate shipment arrangements, courier services, etc.
• Perform general administrative tasks (e.g., arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, etc.).
• Assist in providing software and office equipment support. Assist the team by performing administrative support related to the coordination of project planning/preparation.
• Compile, summarize, and present information/data on specific projects and activities
•  Assist the team in reviewing project documents, especially cost plans and budgets, for completeness and compliance with relevant UN rules and procedures prior to submission for final approval and signature; assist in identifying inconsistencies; and distribute project documents to relevant parties upon approval.
• Assist the team in reviewing budget revisions; verify availability of funds; ensure necessary approval and entry in computerized budget system.
• As member of a team obtain necessary clearances, process and follow-up on administrative actions, e.g.: recruitment and appointment of consultants; travel arrangements; 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 these to the attention of management.
•  Assist in drafting 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. Maintain files (both paper and electronic) and databases for work unit.
• Perform other work-related duties, as assigned.

Education

High school diploma or equivalent is required.

Work Experience

• A minimum of three years of experience in general office support, programme or project management administration or related area, is required.
• The minimum number of years of relevant experience is reduced to one for candidates who possess a first-level university degree or higher. Experience using MS Office is required. Work experience with an Enterprise Resource Planning (ERP) system is required.
• Work experience with SAP/Umoja is desirable. Experience with the United Nations Talent Management system (Inspira), sharepoint or comparable systems is desirable.
• Work experience within the United Nations System or other international organizations 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 United Nations official language is an advantage.