Programme Assistant

Background

The United Nations Office on Drugs and Crime (UNODC) provides technical assistance related to combating terrorism, organized crime, corruption, and drugs to requesting Member States. This assistance also supports States strengthening criminal justice and health systems and ratifying and successfully implementing international conventions and protocols, in compliance with the rule of law and human rights.

The UNODC Regional Office for Southeast Asia and the Pacific’s (ROSEAP) Regional Programme outlines the proposed scope and focus of UNODC work in the region for the years to come. It provides a framework for delivering a coherent programme of work to (i) give a clear focus on supporting Member States and regional partners in achieving priority crime and drug outcomes; and (ii) increase the responsiveness, efficiency, and effectiveness of UNODC support to the region.

The Regional Programme focuses primarily on crime and drug challenges that are best addressed through coordinated cross- border and intra-regional cooperation. There are five Sub-Programmes under the Regional Programme:

• Transnational organized crime
• Anti-Corruption
• Terrorism Prevention
• Criminal Justice System
• Drugs and Health, and Alternative Development

The UNODC Programme Office in the Philippines seeks to recruit a Programme Assistant who will support the implementation of related UNODC activities in the Philippines.

Duties and Responsibilities

Under the direct supervision of the Team Leader of the Pool of Administrative Services and the additional supervision of the Senior Policy Advisor, the Programme Assistant will be responsible for providing a range of be support may cover the full spectrum of UNODC mandate areas: counter-terrorism, organized crime, cybercrime, drug production and trafficking, criminal justice and prison reform, drug demand reduction and HIV/AIDS prevention and treatment, anti-corruption, anti-money laundering, etc.

The incumbent will fulfill the following tasks:

• Assist in initiating and finalizing budget revisions, work plans, notes to the file, etc. to facilitate the implementation and monitoring of the assigned project activities.
• Prepare any document required for consultants’ contract issuance/management and follow up on payment requests of their fees as per their terms of reference.
• Provide support to assigned projects and to relevant UNODC personnel in Bangkok on aspects related to the preparation of payment requests in the UNODC administrative systems (Umoja and ProFi), as well as payment reconciliation and expenditure verification. Follow up with UNDP offices on project expenditures and payments.
• Plan and organize the procurement of goods and services required for the assigned projects, ensure compliance with, and verify, regulations and procedures to be applied when procuring goods or services. Conduct low value procurement (up to US$ 10,000) and start procurement processes for all types of goods and services required under the assigned projects.
• Collect and compare offers from vendors and liaise with the UNODC Procurement Team in Bangkok and relevant personnel at UNDP Country Offices to ensure abidance with relevant UN rules and regulations. Liaise with bidders and vendors and follow up with suppliers and expediters to ensure timely delivery.
• Complete administrative workflows in relation to the handover of equipment to Member States’ institutions and liaise with the UNODC personnel in Bangkok in charge of asset management.
• Support the closing of administrative workflows in relation to the procurement of goods and services after they have effectively been received and liaise with UNDP Country Offices and relevant UNODC personnel in Bangkok to provide/obtain the necessary documentation.
• Contribute to the development of administrative and financial guidance for UNODC programme personnel in the region and contribute to the exchange of information among colleagues to identify and spread best practices and experiences.
• Draft correspondence and contribute to project documents such as activity designs, project work plans, etc.
• Upon request, document minutes of team meetings and take and disseminate notes of small and/or ad hoc meetings.
• Prepare informal translations and act as interpreter when required.
• Contribute to developing and maintaining a filing system for projects.
• Perform any other work-duties as required.

Competencies

Core Competencies:

Innovation: Ability to make new and useful ideas work

Level 3: Adapts deliverables to meet client needs.

Communication: Ability to listen, adapt, persuade and transform

Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation.

Delivery: Ability to get things done while exercising good judgement.

Technical/Functional Competencies:

Partnerships

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work.

Project Management

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work.

Capacity Development

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work.

Required Skills and Experience

Minimum Education Requirements:

Secondary Education, preferably with specialized certification in areas directly relevant to administrative and/or financial management.

University Degree in liberal arts, social sciences, business administration, hospitality management, accounting, financial management or other related field is desirable, but not a requirement.

Minimum Years of Experience:

A minimum of five (5) years (for secondary education) or three (3) years (for university degree) of relevant experience in the administrative/finance aspects of technical assistance delivery at the national or international level is required.

Experience in the use of computers and office software packages (MS Word, Excel, PowerPoint, etc.) and knowledge of spreadsheet and database packages are required.

Work experience with web-based enterprise resource management systems is required

Experience in procurement and logistics is highly desirable.

Knowledge of Umoja is an advantage.

Language Requirement:

Fluency in spoken and written English and Tagalog is required.

Knowledge of other Philippine languages/dialects is desirable.

Disclaimer

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa or have submitted a valid application for US citizenship prior to commencement of employment. 

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

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