Org. Setting and Reporting
The post is located in the Conference Support Section (CSS), Organized Crime Branch (OCB), Division for Treaty Affairs (DTA) of the United Nations Office on Drugs and Crime (UNODC), in Vienna. The Programme Assistant will work under the direct supervision of the Chief of the Section. For more information on UNODC, please visit www.unodc.org
Responsibilities
Within assigned authority, the Programme Assistant will be responsible for the following specific duties: • Provide support and administrative assistance in the coordination of programme/project planning, implementation, monitoring and reporting. 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 (e.g. Umoja); • Serve as focal point for administrative coordination of programme implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions; • Assist with the planning and servicing of all relevant expert group meetings, the Conference of the Parties to the United Nations Convention against Transnational Organized Crime and its subsidiary bodies; • Compile, summarize and enter information/data on specific programmes/projects and related topics or issues; research, compile and organize information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.; • 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; • Draft correspondence on budget-related issues and prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc. Prepare, proofread documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established standards; • Provide general office assistance; respond to complex information requests and inquiries; review, log and route incoming correspondence; set up and maintain files/records; organize meetings, workshops; support the maintenance of websites; handle routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.; • Provide administrative support to training and other capacity building activities organized for specific projects; • 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. • Perform other work-related duties as may be required including backup for colleagues.
Competencies
Professionalism: Has knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation, programming and budgeting. Understands the functions and organization of the work unit and of the organizational structure and respective roles of related units. Is able to identify and resolve a range of issues/problems. Is able to undertake basic research, select, organize and summarize information and to work well with figures. Demonstrates ability to apply good judgment in the context of assignments given. Has ability to perform analysis, modelling 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. 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.
Education
High school diploma or equivalent is required.
Job – Specific Qualification
Not available.
Work Experience
A minimum of seven years of experience in programme or project administration, including financial and budgetary areas or related area is required. The minimum years of relevant experience is reduced to five for candidates who possess a first-level university degree or higher. Experience in servicing inter-governmental meetings is desirable. Experience working with UN processes and procedures is desirable. Experience using SAP based application is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another United Nations official language is desirable.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
This position is temporarily available until June 2025. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. 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. 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. 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
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.