Administration Support Assistant

Details

Mission and objectives

UNODC’s mission is to contribute to global peace and security, human rights and development by making the world safer from drugs, crime, corruption and terrorism.
This Strategy for the next five years will equip UNODC to deliver effectively, efficiently and with accountability, elevating our support to Member States to build just, inclusive and resilient societies that leave no one behind.

Context

This UNV assignment is part of the UNODC’s Global Maritime Crime Programme (https://www.unodc.org/unodc/en/piracy/index_new.html), in its project office for Southeast Asia and the Pacific. The Global Maritime Crime Programme supports its member states to better address the threat of maritime crime through sound criminal justice responses. Projects work with key criminal justice actors including maritime law enforcers, judges and prosecutors to build operational capacity, improve legal frameworks and encourage cooperative responses to maritime crime.
The work the Global Maritime Crime Programme supported in 2021 is summarized in this Annual Report:
https://www.unodc.org/documents/Maritime_crime/UNODC_GMCP_Briefing_Package.pdf

Task description

Within the delegated authority and under the supervision of the Global Maritime Crime Programme of UNODC, Programme Coordinator for Southeast Asia and the Pacific, or his/her designated mandated representative(s), the Administration Support Assistant will:
• Organize international and national conferences, meetings, training and workshops held in Indonesia and other countries of Southeast Asia and the Pacific region, and travel to the events’ location if needed;
• Prepare travel plans and organize travel dates for participants to UNODC events, and for UNODC staff as required. Prepare travel requests to be sent to the travel agents to issue air tickets, request payment of Daily Subsistence Allowances (DSAs) and terminal expenses when needed, and determine appropriate budget lines;
• 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, preparation of payment requests;
• 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 initiate 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;
• 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;
• Contribute to the development of administrative and financial guidance for UNODC programme personnel in the region, and contribute to exchange of information among colleagues to identify and spread best practices and experiences;
• Perform any other work-duties as required.
Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:
• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Provide annual and end of assignment self- reports on UN Volunteer actions, results and opportunities;
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
• Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.
Results/expected outputs:
As an active UNODC Global Maritime Crime Programme team member, efficient, timely, responsive, client-friendly and high-quality support rendered to the UNODC Global Maritime Crime Programme and its beneficiaries in the accomplishment of her/his functions, including:
• Programme implementation is supported through effective engagement with regional counterparts and experts, detailed planning, support to implementation, delivery of technical assistance and the conduct of research and analysis;
• Programme management is supported through effective internal planning, communication with UNODC colleagues, coordination and oversight of consultants, financial planning and monitoring and regular project implementation reviews;
• Programme development is supported through effective monitoring of developments in existing capacity and capability levels in complete maritime crime prosecution and the preservation of international maritime law principles;
• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment;
• A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.