Programme Assistant

Org. Setting and ReportingThis position is located in the CBRN (chemical, biological, radiological and nuclear) Risk Mitigation and Security Governance Unit of UNICRI, in Turin, Italy. The incumbent will be under the direct supervision of the Head of CBRN Programme and overall guidance of the Head of Unit. For more information on UNICRI, please visit the website: www.unicri.org. ResponsibilitiesWithin limits of assigned authority, the incumbent will be responsible for the following specific duties: • Provide administrative support to facilitate implementation of project activities, including: ensuring all logistical coordination (in close coordination with counterparts) for workshops, meetings and other events; timely preparation and processing of payments, consistent with UN rules, regulations and guidelines; establishing and maintaining contact with reliable vendors to facilitate procurement and/or purchase of materials related to project implementation; efficient scheduling of meetings, establishing and maintaining an updated database / list of all relevant counterparts; drafting of correspondence to counterparts, including correspondence to high-level officials; facilitating translation of documents; preparing drafts of terms of reference for non-staff and facilitating their recruitment. • Support UNICRI’s Staff based in remote offices, with the organization of meetings and travels (which also includes contacting participants and relevant counterparts at the United Nations Development Programme (UNDP), preparing Note Verbales, requisition forms, terms of references, Notes for the File, creating expense reports, following up on travel request and claims, and ensuring timely receipt of invoices from UNDP) and the daily running of the offices. • Carry out a wide variety of tasks in the UN accounting system through the in-house SAP system, UMOJA, including creating shopping carts, fund commitments and payments; create Grants and Budgets; review obligations and accruals. • Prepare financial reports and other project related documents, as needed, ensuring that updated information on the project's implementation is, once approved, timely and appropriately disseminated; ensure the basic security of all documentation and information gathered through the project. • 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. • Assist with visualizations and updating information material such as web pages or brochures. • Carry out other general administrative and office support services; process, draft, edit, proofread and finalize for signature/approval a variety of correspondence and other communications and legal documents; review, record, distribute and/or process all mail and other documents; follow-up on pending actions. • Perform other work-related duties as assigned by the Head of CBRN Programme. CompetenciesProfessionalism: Has demonstrated organizational skills, including in particular logistical organization of events and training. Shows tact and discretion in dealing with confidential matters and materials. Has ability to perform analysis, modelling and interpretation of data in support of decision-making. 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. Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of five (5) years of relevant working experience in the field of administrative programme/project support is required. The minimum years of relevant work experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Relevant work experience providing logistical assistance is required. Relevant work experience with SAP (such as the in-house SAP system, Umoja) or other comparable Enterprise Resources Planning (ERP) systems is desirable. Relevant working experience in the field of crime prevention or other justice-related projects is desirable. Previous experience in the United Nations Common System or in similar large organizations is desirable. Experience in working with the European Union (EU) funded programmes is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeThis position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. This position is funded from extra-budgetary resources and is limited to UNICRI. The initial appointment will be for a period of one year and any extension of the appointment is subject to extension of the mandate and/or the availability of funds. 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 movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP 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.