The position of Programme Assistant for the United Nations Office on Drugs and Crime will be located in the UNODC Regional Office for Southern Africa (ROSAF) in the Mozambique programme office. Under the overall supervision of UNODC Representative the Programme Assistant provides a comprehensive range of inter-related but distinct administrative support services for the UNODC ROSAF programme office in Mozambique. In performing administrative and financial functions, the incumbent will work in close cooperation with ROSAF Programme Management Unit which will provide feedback to the evaluation of incumbent’s performance.
The Programme Assistant undertakes the following tasks:
- Assist with administrative matters relating to the organization of meetings, seminars and training, accommodation, workshops and conferences, including, but not limited to: participants' travel and administrative arrangements; negotiating and securing meeting venues;
- Provide support for programme procurement initiatives, according to UN rules and procurement policies;
- Provide administrative support for UNODC programme, finance and administration, in line with relevant UN rules and regulations, using relevant UNODC proprietary software applications, with tasks including, but not limited to: raising purchase orders; processing travel and other claims; preparing requests for payments and performing related functions in support of ROSAF work;
- In accordance with the UN rules, procedures and standards, maintain programme operational, financial and administrative records for monitoring and reporting purposes;
- Provide support for preparation and regular updating of programme related work, procurement and travel plans in prescribed formats;
- Assist with the preparation of correspondence, reports and documents as requested and organize both incoming and outgoing programme correspondence;
- When requested, take minutes and/or notes of meetings;
- Assist with the updating of relevant office databases, provide support in updating programme inventory and physical verification of assets;
- Maintain timesheets as well as attendance and leave records for the programme office;
- To perform relevant UMOJA functions;
- Perform other duties, as required.
- Professionalism - Substantive experience in administrative functions, particularly programme administration, familiarity with the relationship between business objectives and operations and the ability to liaise with role players on the highest level; ability to comprehend complex processes and systems easily.
- Planning and Organizing – Sound organizational skills and time management skills, ability to multi-task and prioritize own work programme and to work independently or with minimum supervision and ability to deliver assignments in a timely manner.
- Commitment to continuous learning – Initiative and willingness to learn new skills.
- Technological Awareness – Extensive knowledge and practical experience in operations relating to administration and accounts, sound computer skills. Proficiency in the MS Office package, specifically Word, Excel, and PowerPoint are required.
- Teamwork – Good interpersonal skills, ability to work in a multi-cultural and multi-ethnic environment with sensitivity and respect for diversity. Ability to function effectively in a geographically dispersed virtual team is essential.
- Client Orientation – Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clines’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress and setbacks in programme; meets timeline for delivery of products and services to client.
- Completion of secondary education.
- A relevant tertiary qualification will be a strong recommendation, but not a requirement.
- A minimum of three years progressive experience including at least three years in the field of administrative services. Previous experience in a project or donor environment would be a strong recommendation. Experience in working with countries in the Southern African region will be an advantage.
- Knowledge of various administrative procedures of UNODC or the United Nations system in general would be an advantage.
Important applicant information
All posts in the SC categories are subject to local recruitment.
Applicant information about UNDP rosters
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Contract Duration: 6 months