Programme Assistant

  • Added Date: Thursday, 14 May 2020
  • Deadline Date: Friday, 12 June 2020

Org. Setting and Reporting

This position is located in the Human Trafficking and Migrant Smuggling Section (HTMSS) of the Organized Crime and Illicit Trafficking Branch (OCB), Division for Treaty Affairs (DTA) of the United Nations Office on Drugs and Crime (UNODC), in Vienna. The incumbent will report directly to the Head of the Global Programme “Global Action to prevent and address trafficking in persons and smuggling of migrants” GLOZ67 (GLO.ACT Asia and the Middle East Programme) and work under the overall supervision of the Chief of Section.

For more information on UNODC, please visit the website www.unodc.org

Responsibilities

The incumbent will perform the following specific duties:

•Provide assistance in support of planning and implementation of activities and initiatives of the GLO.ACT/GLOZ67 Programme.
•Provide programme, administrative and logistics support for the implementation of HTMSS core mandates, projects and tasks including support for the organization of meetings, conferences, study visits and technical assistance activities at Headquarters and/or in the field;
•Serves 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, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.;
•Perform general administrative tasks, to include preparing and/or processing requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations and visa applications). Screen phone calls, respond to moderately complex information requests and inquiries and, as necessary, refer inquiries to appropriate personnel for handling;
•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 for the approval of the Programme Coordinator;
•Initiate, process, monitor, review and follow-up on actions related to the administration of the programme/project and section’s human resource activities;
•Maintain calendar/schedules; monitor changes and communicate relevant information to the project/programme coordinator and appropriate staff inside and outside the immediate work unit;
•Assist in the recruitment of local and field-based project staff, international consultants, individual contractors and interns, and provide backstopping support as required; monitor the timely and qualitative execution of sub-contracts and delivery of work by external consultants and their timely payment of instalments;
•Maintain the overview of finances, including Field Office segments, financial authorizations as well as of reporting obligations;
•Monitor closely expenditures of the overall Programme budget and all its sub-projects; compare with approved budget; prepare adjustments as necessary; assist in preparation of budget performance reports, analysing variances between approved budgets and actual expenditures; prepare related status reports and projections;
•Coordinate with national project officers hired under the project to ensure timely and coordinated execution of tasks;
•Support the Project Coordinator in drafting minutes of project meetings and other relevant project-related events;
•Review, record, distribute and/or process mail and other documents; follow-up on impending actions;
•Assist, by using appropriate technology/software, in the elaboration of training materials, technical documents, presentation materials prepare by substantive staff; handle arrangement for printing and translation as necessary; coordinate shipment arrangements, courier services, etc.
•Assist in the overall maintenance of the Programme digital archive, ensuring transparent and effective filing practices;
•Provide guidance and training to new/junior staff, including field 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 and implementation as well as general office support. Is able to perform a broad range of administrative functions including budget/work programme and human resources related. Is able to understand and apply administrative, financial and human resources rules and regulations in work situations. 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.
•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

Work Experience

A minimum of five years of relevant working experience in administrative services, general office support, finance, human resources or related area is required.
Proven IT literacy is required.
Work experience with an ERP based system is required.
Experience in an international organisation or within the United Nations System is required.
Working experience with SAP-based/Umoja applications (in particular grants and management, financial, travel, procurement), or similar business process systems is desirable.
Experience in working with European Union funded programmes/projects as well as experience with different country or field offices is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Working knowledge of another United Nations official language is desirable.

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. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

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 Considerations

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.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE 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.

This vacancy is archived.