Where: Vienna (Austria)
Extent of Work: Full Time
Click here to apply in English
Org. Setting and Reporting
The position is located in the Precursors Control Section (PRE), Secretariat of the International Narcotics Control Board (SINCB), Division for Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC), in Vienna, Austria. The Programme Assistant will work under the direct supervision of the Programme Management Officer (OPIOIDS Project), with additional reporting to the Project Coordinator (Project ION), and the overall supervision of the Chief of Section.
Within assigned authority, the Programme Assistant will be responsible for the following specific duties:
•Provide administrative and financial assistance in support of the planning, management and implementation of activities/processes of the Section’s programme/project initiatives. Assist in the preparation and review of financial and human resource proposals and requirements.
•Assist in the preparation and analysis of programme/project budget proposals; 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.
•Consolidate budget/work programme with respect to Section’s project budget, trust funds, grants and procurement. Assist in the management of grants through UMOJA. Extract and compile various reports through UMOJA. Monitor expenditures and compare with approved budget; and prepare adjustments as necessary.
•Assist project managers in the elaboration of resource requirements for budget submissions.
•Assist in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. Prepare or customize financial reports from UMOJA generated reports. Co-ordinate with Financial Resources Management Service staff on related issues during preparation of budget reports.
•Assist in the completion of purchase requisitions processes in UMOJA.
•Initiate, review, process and follow-up on actions related to the administration of the Section’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Maintain vacancy announcement files and keep track of status of vacancy announcements in Inspira.
•Respond to enquiries and provide information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
•Monitor staffing table and prepare relevant statistical data/charts.
•Monitor and enter all personnel information for non-staff (e.g. meeting participants) to a database and create index records, as well as expense reports on behalf of non-staff travellers.
•Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services. Prepare and process all forms and permissions for contractual services and personnel. Audit the contractors’ invoices against the goods and services provided by the contractor and approved by the UN. Process the payment of contractors’ invoices and monitor payments through UMOJA or other appropriate system.
•Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
•Perform other administrative duties and coordinate extensively with service units (e.g. regarding travel; physical space planning; office technology needs including IT and organizing and coordinating seminars, conferences and translations).
•Provide guidance and training to more junior General Service staff.
•Perform other work related duties as may be required.
•Professionalism: Has knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration. Is able to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Is able to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Is able to identify and resolve a range of issues/problems and to work well with figures. Demonstrates ability to apply good judgment in the context of assignments given. 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.
High school diploma or equivalent.
A minimum of seven years of experience in administrative services, programme or project administration, finance, accounting, human resources or related area is required. Extended experience in operating SAP based ERP systems (such as UMOJA, including respective administrative roles) is highly desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.