Statistics Assistant

  • Added Date: Friday, 06 September 2019
  • Deadline Date: Saturday, 05 October 2019

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Org. Setting and Reporting

This position is located in the Psychotropics Control Section (PSY) of the Secretariat of the International Narcotics Control Board (SINCB), Division for Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC), in Vienna. The incumbent will report to the Chief of the Psychotropics Control Section through the Drug Control Officers in the Psychotropics Control Section. 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


The incumbent will perform the following specific duties:
•Maintain the INCB database on assessments for psychotropic substances and dissemination of these data by - collecting and analyzing statistical data of Form B/P & its supplement (assessments for psychotropic substances) from governments; - processing statistical data on assessments (Form B/P), classifying and ensuring internal consistency of data; - reconciling discrepancies in data series and analyzing statistical reports on assessments with a view to identify cases of treaty violations; - applying test and execute programmes for specific statistical applications on provided specifications; - liaising with and responding to requests/inquiries from competent authorities as well as internal/external requests related to report or missing statistical data; - drafting routine correspondence related to assessments; - updating, producing and uploading electronically the monthly assessment on the INCB Web page on a monthly basis to be uploaded on the Internet; and - preparing and dispatching circular letters concerning submission of assessments (Form B/P) to all governments in the six UN official languages.
•Support the data collection and analysis system on psychotropic substances by - recording forms P, A/P & B/P on the IDS, distributing it for action and filing when necessary; - preparing and dispatching reminders for quarterly statistics (Form A/P) 4 times a year and (Form B/P) once per year; - updating statistical series in established formats, applying new data and derived statistics, entering data on survey reports and prepare tables as requested; and preparing briefing notes and presentation materials as necessary using appropriate technology/software & other relevant documentation when need be.
•Support the Chief in managing priorities & workflow addressed to the section by - bringing sensitive, urgent, inconsistent, unanswered queries and pending matters to the attention of the Chief, reminding her of deadlines; - preparing and following-up the documentation forecast; - coordinating and monitoring activities and work processes to ensure that decisions are properly carried out and delivered in a timely manner; and - orienting and assisting new staff within the section to relevant administrative procedures and practices, provide general assistance.
•Provide administrative support to the Section and carry out clerical functions by - maintaining the Section’s correspondence and filing; - ensure appropriate circulation and filing of the incoming and outgoing correspondence electronically and in hard copies monitoring, screening and prioritize all incoming and outgoing correspondence, reading and classifying all communications, following-up on pending matters/actions with the drafter to close action items for cross-reference purposes; - finalizing outgoing correspondence for signature of the Secretary of the Board and ensuring that correspondence is prepared in accordance with the relevant rules, manuals and practises of the organization and the Secretariat of the INCB; - preparing and processing electronic submissions for translation a reproduction of all material disseminating from the section;- sending out documents requested by governments and other entities; - answering relevant inquiries from other colleagues, Permanent Missions and competent national authorities, in particular local authorities and major counter parts in German speaking countries; - finalizing documents for examination by the Board and/or for publication. Assist in the preparation of written outputs by the team including through the preparation and formatting of substantive documents and official correspondence, the submission of documents for editing, translation and printing, and sending out correspondences to relevant entities.
•Provide support for Section's documents and publications by - finalizing and proofreading documents prepared by the Section for the INCB sessions, including the Standing Committee on Estimates concerning assessment on psychotropic substances; - producing tables for the documents of the Section, including those prepared for the SCE; - preparing and finalizing Table V (assessments) in three languages of the INCB technical publication on psychotropic substances. Consolidate the INCB tri-lingual technical publication on psychotropic substances and coordinate with various sections in UNOV/UNODC for the final manuscript, regarding and including its updates, corrections (pre- and post-Board session), layout and distribution.
•Assist maintaining INCB Database (IDS) by cleaning up the IDS addresses of Competent Authorities addresses for the 1971 Convention and annual report, for Forms P, B/P, A/P, Quarterly assessments, bi-annual import/export authorization and Technical Publication with updating missing information with prior solid research.
•Carry out tasks related to the INCB webpage such as - updating, publishing and linking information concerning Psychotropics Control Section; - publishing INCB session documents on the Secure Portal for INCB Board Members; - granting access to Competent Authorities to access the INCB Secure Portal for Governments; - updating travellers information on the Web, by sending it for translation in 6 languages and ensuring proper settings.
•Prepare data sets on psychotropic substances upon request, respond to queries/requests in this regard and maintain/update web pages containing information related to psychotropic substances. In particular, be responsible for placing the technical publication on psychotropic substances and selected data sets derived from it on the INCB web site.
•Perform a variety of administrative duties for the team (e.g. recruitment follow up actions, arrangements for translation, printing, documents distribution, meeting organization etc.), including preparing and processing administrative request/documents (e.g., travel request, expense claims, visa applications, etc.). Assist the Chief (and the Secretariat as a whole) with arranging training with local and other German-speaking competent national authorities. Facilitate answering queries from German-speaking international travellers. Assist the Chief with answering queries from German-speaking media.
•Serve as a backup during absences of the other Statistics Assistant of the section when required.
•Perform other work related duties as assigned.


•Professionalism: Is able to identify, extract, analyse and disseminate statistical data in particular in the form of tables, charts and graphs. Has knowledge and understanding of the underlying theories and concepts of using and creating statistical data and of the electronic tools commonly used for such purpose (e.g., Pivot tables in Excel, graphic software, electronic databases etc.). Is familiar with placing information on the website. 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.


High school diploma or equivalent. Coursework/training in statistical methods and procedures is an advantage.

Work Experience

A minimum of seven years of work experience in statistics, information systems, accounting or related area is required.
Experience in using standard computer software (Word, Excel, PowerPoint, Outlook, Web page editors etc.) is required.
Experience with data analysis is desirable.
Experience with SAP based applications (such as UMOJA) and IMDIS is required.
Experience in the use of large databases or statistical software is desirable.
Experience in working with the United Nations system or similar international organization is desirable.


English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. In addition, fluency in either Russian or Spanish is desirable. Working knowledge of German is an asset.


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.

Other Skills and Requirements

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.
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.

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.

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


This vacancy is archived.

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