Programme Assistant (Temporary)
United Nations
VIENNA
vor 5 Tg.

Org. Setting and Reporting This position is located in the Prevention, Treatment and Rehabilitation Section (PTRS), Drug Prevention and Health Branch (DHB), Division for Operations (DO), at the United Nations Office on Drugs and Crime (UNODC) in Vienna.

The Programme Assistant will work under the direct supervision of the Project Coordinator and the overall guidance of the Chief, PTRS.

He / she will be responsible for the provision of reliable administrative coordination of programme / project planning and preparation activities and for general office support services for the Section.

For more information on UNODC, please visit the following website : www.unodc.org Responsibilities In particular, the incumbent will perform the following specific duties :

  • Assist in the coordination of programme / project planning and preparation work for the Section, and in particular for project UNODC-
  • WHO Programme on Drug Dependence Treatment and Care (GLO / K32); monitor status of programme / project proposals and receipt of relevant documentation for review and approval.

  • Compile, summarize, and present basic information / data on the project and related topics or issues. Maintain files (both paper and electronic)
  • 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.
  • Maintain calendar / schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
  • Serve as focal point for administrative coordination of programme / project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-
  • up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training / study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.

  • Monitor processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc.
  • to ensure compliance with relevant legal, financial and other requirements.

  • 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.
  • 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; handle routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.

    Provide secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.

  • Provide guidance / training to new / junior staff.
  • Perform other work related duties as assigned. Competencies
  • Professionalism : Has knowledge of internal policies, processes and procedures generally and in particular those related to programme / project administration, implementation, technical cooperation, and project budget monitoring.
  • Has understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units.

  • 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.

  • 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 and 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.

    Work Experience A minimum of five years of experience in programme or project administration, technical cooperation or related area is required.

    Experience dealing with complex budgetary and administrative issues is required. Prior experience with SAP / ERP (e.g. Umoja) software is desirable.

    Languages English and French are the working languages of the United Nations Secretariat. For the advertised post, fluency in oral and written English is required.

    Knowledge of another official United Nations 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 31 October 2019. If the selected candidate is a staff member from the United Nations Secretariat, the selection will 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.
  • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
  • This temporary job opening may be limited to internal candidates, who have been recruited through a competitive examination administered according to staff rule 4.
  • 16 or staff selection process including the review of a central review body established according to staff rule 4.15.

  • 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. Other Skills and Requirements Passing the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY or the Global General Service Test (GGST) is a requirement for recruitment consideration in the General Service category in the United Nations Secretariat.

    The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

    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 or sexual abuse, or crimes other than minor traffic offences, 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.

    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.

    Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on Manuals hyper-

    link on the upper right side 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.

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