Org. Setting and Reporting
This position is located in the Narcotics Control and Estimates Section (NCES), Secretariat of the International Narcotics Control Board (SINCB), Division for Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC), in Vienna, Austria. The Programme Assistant will report to the programme coordinator of the INCB Learning project GLO/Y04 “Improving the implementation of the international drug control conventions through strengthening capacity for the control of licit activities related to narcotic drugs, psychotropic substances and precursor chemicals”, as first reporting officer, additional substantive supervision by the Drug Control and Crime Prevention Officer and under the overall guidance of the Chief of SINCB/NCES.
The Secretariat of the INCB is an administrative entity of UNODC reporting directly to the Board on substantive matters. For more information on the work of the INCB and its secretariat please consult www.incb.org
Within assigned authority, the incumbent will perform the following specific tasks:
•Provide administrative assistance to the programme/project planning, implementation, monitoring and reporting requirement for global project GLO/Y04. Review project documents/revisions, specially cost plans/budgets, for completeness and compliance with the relevant rules and procedures.
•Assist in preparation/review of donor funding proposal budgets by translating the substantive component of proposal into an accurate, appropriate and relevant budget, ensuring all elements of implied costs are covered.
•Monitor the financial status of the global project on INCB Learning, by tracking and reconciling relevant financial information and data including: i) regular review of all open commitments and commitments ensuring correct follow-up action is advised; ii) monitoring of expiry dates of grants including financial reporting requirements; iii) supporting in the request/creation of financial reports, interim and final.
•Monitor and update regularly the project budget using corporate tools and software (e.g. ProFi, Umoja), monitor expenditures and take care of timely payments, generate financial reports and assist in the preparation of pledge reports for donors.
•Assist in monitoring processes and schedules related to the global project on INCB Learning 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 or procedures.
•Compile, summarize, and present basic information/data on specific programmes/project and related topics.
•Assist in the planning, preparation and servicing of training seminars, meetings, conferences, and conference calls, as well as training/capacity building & awareness raising activities.
•Serve as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel (such as individual contractors, consultants and interns), travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
•Prepare routine correspondence, general briefing notes and minutes of meetings, as requested/assigned.
•Prepare, proofread official documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established standards.
•Update and maintain 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.
•Maintain the filing system of all official correspondence ensuring safekeeping of confidential materials. Use of professional filing system both in hard copies and e-copies of the project.
•Monitor project impact through reporting performance of trained competent authorities in the INCB’s database “International Drug Control System (IDS)”. Update the project’s baseline and reporting performance database for all countries trained.
•Generate graphs, tables and statistical maps to facilitate further review and analysis of data by users or for reports and official publications on narcotic drugs; assist in the preparation of presentation materials using appropriate technology/software.
•Perform other work-related duties as assigned.
•Professionalism: Has knowledge and ability to perform a broad range of programme management and administrative support including administrative policies, processes and procedures. Is able to prepare budgetary inputs, cost estimates and to monitor expenditures. Is able to maintain accurate records, review and interpret a wide variety of data. Is able to undertake basic research and gather information from standard sources, including electronic sources on the internet, intranet and other databases. Demonstrates ability to apply good judgment in the context of assignments given. 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.
•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.
•Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing other’s 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 accomplishment and accepts joint responsibility for team shortcomings.
High school diploma or equivalent.Work Experience
A minimum of five years of work experience in programme and project administration, technical cooperation, administrative assistance and general office support or related area is required.
Experience in the use of office software packages (MS Word, Excel, PowerPoint, etc.) and advanced experience in the use of spreadsheet and database packages is required.
Experience in working with an ERP system is required.
Experience in working with SAP (e.g. Umoja) is desirable.
Experience in supporting/servicing meetings and/or training seminars is highly desirable.
Work experience with the United Nations system or similar international organization is highly desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.Assessment
Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.Special Notice
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.Other Skills and Requirements
Passing the Global General Service Test (GGST) is a prerequisite 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.
According 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.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.
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