Programme Assistant

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Description

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Org. Setting and Reporting

This position is located in the Regional Office for Eastern Africa (ROEA) in Nairobi (Kenya), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The Programme Assistant will work under the overall supervision of the UNODC Regional Representative of ROEA and the direct supervision of the Crime Prevention and Criminal Justice Officer (Head of the Crime Prevention and Criminal Justice (CPCJ) Programme) in ROEA, and the Programme Officer for the Programme for Legal Empowerment and Adi Delivery in Kenya -PLEAD II project.

Responsibilities

Within limits of assigned authority, the Programme Assistant will be responsible for the following duties:

• Assist in the coordination of the PLEAD II project planning and preparation work for the project activities, proposals, and receipt of relevant documentation for review and approval.
• Compile, summarize, and present basic information/data on specific PLEAD II Programmes projects 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 computerized budget system.
• Assist in the processing of travel requests, and travel arrangements for consultants, meeting participants, training, and study tours, as well as the completion of travel expense reports and other processes related to the travel.
• 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.
• Ensure that the asset register is accurate and up to date; review the asset register and make necessary adjustments as required.
• Carry out annual asset verification.
• Draft correspondence on budget-related issues and prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• 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.
• Provide general office assistance; respond to complex information requests and inquiries; reviews, logs, and routes 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.
• Perform other work-related duties as assigned.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of five years of experience in programme or project administration, technical cooperation or related area is required. The minimum number of years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. Experience in Enterprise Resource Planning (ERP) or other similar system and human resources management system is required. Work experience with organizing workshops and trainings is required. Working experience with SAP/Umoja is desirable. Experience working with UN or similar international organization is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency English is required. Knowledge of another United Nations official language is an advantage.

Source: https://careers.un.org/jobSearchDescription/234864?language=en

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