Programme Assistant

Org. Setting and ReportingThe post is located in the UNODC Programme Office in Yemen (POYEM), Regional Office for Middle East and North Africa (ROMENA), Border Management Branch (BMB), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC) and is based in Aden, Yemen. The Programme Assistant will work under the broad authority of UNODC Representative of ROMENA, the overall supervision and guidance of the Senior Programme Officer heading the UNODC Global Maritime Crime Programme, and the direct supervision of the Global Maritime Crime Programme Coordinator for the Gulf of Aden and Red Sea Programme as well as in close coordination with the Global Maritime Crime Programme Officer. ResponsibilitiesWithin assigned authority, the Programme Assistant will be responsible for the following specific duties: • Assist in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval. • Compile, summarize, and present basic information/data on specific programmes/ project and related topics or issues. • Review project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identify inconsistencies; distribute project documents to relevant parties upon approval. • Review budget revisions; verify availability of funds; ensure necessary approval and entry in online budget system. • Serve as focal point for the 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 affiliate personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc. • Compile, summarize and enter data on project delivery; draft related status reports, identifying shortfalls in delivery, budget overruns, etc., and bring to the attention of management. • Draft correspondence on budget-related issues and prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc. • Provide general office assistance; respond to complex information requests and inquiries; review, log and route incoming correspondence; set up and maintain files/records; organize meetings, workshops, handle routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc. • Provide guidance/training to new/junior staff. • 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. • 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, implementation and evaluation, technical cooperation, programming and budgeting. Has understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Is able to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Has ability to perform analysis, modeling and interpretation of data in support of decision-making. Has demonstrated 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 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 years of experience in programme or project administration, including finance, budget, accounting, administrative services or related area is required. The minimum years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. Work experience with computer software, applications and Microsoft 365 are required. Work experience with an ERP system is required. Work experience with technical cooperation projects is desirable. Experience with procurement processes is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English and Arabic are required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).