The Programme Assistant provides reliable administrative assistance in the coordination of programme/project planning, preparation of activities, and general office support services for the Global Scientific and Forensic Services programme under the United Nations Office on Drugs and Crime (UNODC). The role involves supporting planning and implementation activities, budget monitoring, recruitment assistance, and general programme administration.
Responsibilities
Provide assistance in support of planning and implementation activities/processes for the Global Scientific and Forensic Programme.
Assist in the coordination of programme/project planning and preparation; monitor status of programme/project proposals; take necessary action to ensure project documents are completed and submitted to relevant parties for approval.
Assist in the preparation and analysis of budget proposals and individual regional/country level budget segments; provide assistance in the interpretation of budget guidelines; 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 in the monitoring and evaluation of the programme and its country-level segments; categorize, update, track and analyse data related to implementation of the programme; identify issues and initiate requisite follow-up actions; prepare revised budget estimates; Prepare cost estimates for expert and regional meetings and trainings; report on budget revisions, expenditures and commitments, verify availability of funds; ensure necessary approval and entry in UMOJA; initiate financial authorizations for expenditures.
Monitor spending and transactions in accordance with available funds and cost plans; ensure that available resources are properly utilized; liaise with Field Office staff on administrative and financial issues related to project implementation; determine whether adjustments are necessary and ensure that these have been accurately processed. Prepare financial reports generated from UMOJA. Conduct and maintain project budget controlling for the LSS safe handling and disposal portfolio of projects. Update programme managers and section Chief regularly on status of funding and implementation.
Collaborate with programme managers on performance reporting; liaise with relevant parties on the interpretation of the activities/services scheduled in the programme budget and various planning instruments such as the medium-term plan and internal work plans; provide assistance on reporting requirements, guidelines, rules and procedures and ensure completeness and accuracy of data submitted.
Assist in the recruitment process and monitoring of contracts for long-and short-term staff under the programme, as well as technical assistance personnel, as required for effective programme implementation. Prepare, process and follow-up on actions related to recruitment and appointment of personnel under UNODC rules and regulations. Provide assistance and guidance to project staff on recruitment procedures and on preparation of terms of reference for international consultants and contractors.
Ensure timely issuance of budget releases and shopping carts in-line with Online Staffing Table, Lotus Notes and UMOJA online system requests. Prepare payments related to contractual services and ensure tracking and monitoring of relevant expenditures.
Provide general programme assistance related to the implementation of the programme; draft routine correspondence; respond to complex information requests and inquiries; review, log and route incoming correspondence; set up and maintain files/records; organize meetings, workshops; handle routine administrative tasks.
Prepare draft programme/project summaries and promotional material, coordinate review and clearance process, and coordinate with editor, translation services, etc. on finalization and publication of reports in multiple languages.
Serve as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
Prepare, maintain and update files (electronic and paper) and internal databases; design and generate a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate reporting, audits and evaluation.
Draft correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepare service’s contributions for a variety of periodic reports.
Prepare and submit relevant requests for procurement services and low-value acquisitions in UMOJA, initiate, monitor and prepare documents for timely payments to vendors and ensure tracking and monitoring of relevant expenditures.
Administer staff mission travel preparations, including timely quarterly submission of travel plans, liaising with respective visa issuance authorities and overall administrative arrangements.
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.
Performs other work-related duties as assigned.
Requirements
High school diploma or equivalent is required.
A minimum of seven years of work experience in programme or project administration, accounting, finance, or related field is required.
The minimum years of relevant experience is reduced to five for candidates who possess a first-level university degree or higher.
Work experience dealing with complex budgetary and administrative issues is required.
Work experience with an Enterprise Resources Planning (ERP) system as well as other IT applications related to projects, spreadsheets and word processing is required.
Work experience with an SAP database, such as Umoja, is desirable.
Work experience in supporting the financial aspects of technical assistance programmes and projects into the area of UNODC mandates is desirable.
Work experience within the United Nations System or a similar international organization is desirable.
English is required at UN Level II for reading, writing, listening, and speaking.
Skills
Programme Administration
Project Administration
Accounting
Finance
Budget Monitoring
Enterprise Resource Planning
ERP Systems
SAP Database
Umoja
Spreadsheet Software Knowledge
Word Processing
Financial Support for Technical Assistance
Recruitment Support
Office Support
Languages English
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Programme Assistant (Temporary), G6 in Wien Arbeitgeber: Global Roles
Als Arbeitgeber in der Genfer Region bietet unser Unternehmen eine dynamische und unterstützende Arbeitsumgebung, die sich auf die Förderung von Menschenrechten und internationalem Recht konzentriert. Wir legen großen Wert auf die berufliche Weiterentwicklung unserer Mitarbeiter und bieten zahlreiche Schulungs- und Aufstiegsmöglichkeiten. Unsere offene Unternehmenskultur fördert den Austausch von Ideen und die Zusammenarbeit, was zu einem erfüllenden und sinnstiftenden Arbeitsumfeld führt.
