Senior Programme and Finance Assistant

Org. Setting and Reporting

This position is located in the Office of the Director (OD), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC), in Vienna, Austria. The incumbent will work under the direct supervision of the Programme Officer, OD, Division for Operations and the overall guidance of the Deputy Director, OD, Division for Operations. For more information on UNODC, please visit our website www.unodc.org

Responsibilities

Within limits of delegated authority, the Senior Programme Assistant will deliver functions with a high level of expertise and independence, and will be responsible for the following duties: • Support the overall management of all divisional financial resources including regular budget and voluntary contributions (extrabudgetary funds). Provide independent advice and assistance to senior management on complex programme and capacity delivery by each of the Regional/Country/Programme field offices. • Independently provide assistance in support of programme/project management and implementation at all phases of the programme/project cycle for UNODC, seeking guidance from relevant Programme Officers/divisions when necessary. • Provide backstopping services to the DO Programmes by researching, compiling, analysing, summarizing and presenting information on a wide range of the programme/project’s activities and implementation, highlighting noteworthy issues/trends for consideration by senior management. • Support the review, appraise, prepare and revise, as necessary, relevant programme/project submissions, ensuring compliance with guidelines and programme/project objectives; identify problems/issues; seek clarification from divisions/branches and prepare a summary for the responsible Officer and with suggestions for further action. • Review, analyse and assist in the finalization of cost estimates and budget proposals for the highly complex DO programme budgets, including headquarters, the field office network, individual regional/country level budget segments and DO global programmes. • Review and interpret budget guidelines and instructions; review and coordinate submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepare reports and ensure that outputs/services are properly categorized. • Assist the Programme Officers and DO management in the elaboration of resource requirements for budget submissions, in the monitoring of the use of all funds, and in ensuring compliance with UN financial rules and regulations and established policies and procedures. • Monitor and evaluate programme and country-level segments; categorize, update, track and analyse data related to the implementation of the various programmes and projects; identify issues and initiate requisite follow-up actions. • Prepare annual and biennium budget plans; revise budget estimates; perform various budget implementation reports, verify availability of funds; and ensure necessary approval and entry in Umoja. • Monitor budget implementation/expenditures and recommend reallocation of funds as necessary. • Review requisitions for goods and services to ensure the correct source of funding and availability of funds. • Manage allotments, spending and transactions in accordance with available funds and cost plans; ensure that available resources are properly utilized; liaise and guide field office staff on administrative and financial issues; determine whether adjustments are necessary and ensure that these have been accurately processed. Prepare financial reports from Umoja, Integrated Planning, Management and Reporting (IPMR) system. • Perform variance analysis between approved budgets and actual expenditures. • Coordinate effective measures to allow the efficient management of grants. • Provide guidance and training to programme managers, on reporting expenses by pledges/grants and by activities in different regions. • Draft or prepare correspondence to respond to inquiries with respect to relevant financial and budget matters received from donors, field offices and other relevant stakeholders. • Provide advice to Programme Officers on various financial matters. • Act as a certifying officer for DO and in the absence of other DO certifying officers. • Review and revise funding information for Human Resources Action Requests (HRARs) and Review of Appointments (RoAs) for accuracy and propose solutions as needed. • Follow-up on audit recommendations and contribute to inter-divisional working group related to financial management and funding model review. • 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, etc. • Perform other work-related duties, as assigned.

Competencies

• Professionalism: Has knowledge of, and ability to apply financial rules, regulations and procedures in the United Nations environment. Has knowledge, skills and ability to extract, interpret, analyse and format data across the full range of finance and budget functions, including programme development and database management, claims and treasury operations. Is able to identify and resolve data discrepancies and operational problems. Has knowledge of processes and procedures relating to technical cooperation programme/project administration, implementation, programming and budgeting. Has ability to perform analysis, modeling, and interpretation of data in support of decision-making. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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. • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

High school diploma or equivalent is required. Completion of relevant trainings in finance/budgeting or ERP system (for example SAP/Umoja) and an Integrated Planning, Management and Reporting (IPMR) system is required.

Job – Specific Qualification

Not available.

Work Experience

A minimum of ten (10) years of progressively responsible working experience in the field of programme or project administration, accounting and budgeting, or related field is required. The minimum number of years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher. Work experience in administrative services, finance, accounting, audit, human resources or related area is required. Work experience with large administrative as well as project management databases (such as Umoja, IPMR PROFI or similar) is desirable. Experience supporting United Nations technical cooperation programmes is desirable.

Languages

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

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency based interview.

Special Notice

This position is temporarily available until currently 31 December 2024.It is funded by extrabudgetary funds. Actual filling of this temporary vacancy and actual duration of the assignment is subject to availability of funding. If the selected candidate is an internal staff member of the United Nations Secretariat, the selection may be administered as a temporary assignment. While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.