Associate Programme Officer (Administration and Procurement)

Org. Setting and ReportingThis position is located in the Regional Office for the Middle East and North Africa (ROMENA), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the overall guidance of the Regional Representative and the direct supervision of the Programme Manager for Trafficking in Persons/Smuggling of Migrant (TIP/SOM) and the UNODC Administrative and Finance Officer in the Operations team. The incumbent will work in close collaboration with other operations areas, programmes in ROMENA. ResponsibilitiesWithin delegated authority, the Associate Programme Officer (Administration and Procurement) will be responsible for the following specific duties: • Carry out basic research on selected aspects of programmes, operations and other activities, including collecting, analysing and presenting statistical data and other information gathered from diverse sources. • Contribute to the preparation of various written outputs, e.g. draft background papers, analytical notes, sections of reports. • Provide administrative and substantive support to consultative and other meetings, conferences, etc., to include proposing agenda, preparation of background documents and presentations, handling logistics, etc. • Undertake outreach activities; participates in the development of training workshops, seminars, etc.; participates in and makes presentations on assigned topics/activities. • Participate in field missions, including provision of substantive and administrative support, data collection, etc. • Coordinate activities related to budget funding (programme/project preparation and submissions, progress reports, financial statements, etc.) and preparation of related documents/reports (pledging, work programme, programme budget, etc.). Administration and procurement: • Prepare procurement processes, including the drafting of request for quotation (RFQ), invitation to bid (ITB) and request for expression of interest (RFP) documents, receipt of quotations, bids or proposals, and their preliminary evaluation. • Preparation of purchase orders and contracts, preparation of recurring purchase orders for contracting of services. • Contribute to maintaining relations with UNODC vendors. • Assist vendors register in the United Nations Global Marketplace UNGM and Umoja systems and maintain the filing system at the Procurement Unit. • Review the consultant/individual contractor (CIC forms), Terms of Reference (ToRs), coordinates the revision with the programme staff and concerned UNODC Procurement Team. • Guide and assist in preparing the yearly acquisition plans and doing the market research for proper forecasting. • Prepare action plan forecast applying the vision of the programme lead. • Oversee online staffing table of the programme, and make sure of funds availability and meeting deadlines. Budget preparation: • Review and analyse data with respect to the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements. • Provide support to managers with respect to the elaboration of resource requirements for budget submissions. • Review, analyses and provides input into finalization of programme budget/financial implications. • Take the lead with respect to the preparation and implementation of the work programme, ensuring that financial resources are utilized to implement activities in accordance with the programme budget and allotments issued. • Monitor and review the work programme and budget by conducting regular and special reviews to assess progress of actual work versus the programme plan. • Define requirements and work with systems units with respect to improving budget reporting systems and cost-effective utilization of program resources. • Supervise and/or provides guidance on financial administration information and practices to colleagues. • Issue allotments, including redeployment of funds when necessary, ensuring appropriate expenditures. • Monitor budget implementation and determine/recommend reallocation of funds when necessary. • Monitor expenditures to ensure that they remain within authorized levels. • Administer and monitor budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures. • Prepare relevant documentation with respect to budget performance submissions. • Review and make appropriate recommendations with respect to the finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. • Monitor and supervises the work of subordinate staff as required. • Contribute to the collection and analysis of data and identification of trends or patterns and provide draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting. • Document requirements and background information used for data analysis. • Perform other duties as required. Competencies• Professionalism: Knowledge of administrative, budgetary, financial and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and recommendations. Has ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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. Able to analyse and interpret data in support of decision-making and convey resulting information to management. • 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. • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. EducationAn advanced university degree (Master’s degree or equivalent) in business or public administration, management, social sciences as communications, political science, economics or a related field is required. A first-level university degree in similar fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. Job - Specific QualificationNot available. Work ExperienceA minimum of two (2) years of progressively responsible professional experience in programme management, finance, administration, budget, business administration, or a related area is required. Experience with an Enterprise Resource Planning (ERP) system is required. Experience at the national or international level in programme management, programme administration in the implementation and monitoring of projects is desirable. Experience in administrative management analysis and budget monitoring is desirable. Experience with the United Nations System or similar international organization is desirable. Experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and Arabic, is required. Knowledge of another United Nations official language is an advantage. AssessmentEvaluation of qualified candidates may include an assessment exercise and a competency-based interview. Special NoticeThis is a project post. Filling of this position is subject to funding availability and the initial appointment will be for a period of one year. Extension of the appointment will be subject to extension of the mandate and/or the availability of the funds. Candidates for the National Professional Officer category shall be of the nationality of the country where this position is located. Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. United Nations ConsiderationsAccording to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.