| Posting Title: | Programme Assistant, G5 |
| Job Code Title: | Programme Management Assistant |
| Department/Office: | United Nations Office on Drugs and Crime |
| Duty Station: | NAIROBI |
| Posting Period: | 21 April 2023 – 20 May 2023 |
| Job Opening Number: | 23-Programme Management-UNODC-207282-R-Nairobi (O) |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting
This position is located in the Regional Office for Eastern Africa (ROEA), Division for Operations (DO) of the United Nations Office on Drugs and Crime (UNODC) in Nairobi, Kenya. The incumbent will work under the overall supervision of the UNODC Regional Representative for Eastern Africa (ROEA) and the substantive guidance of the Chief of Implementation Support Section (ISS) II of the Terrorism Prevention Branch (TPB), Division for Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC) in Vienna, Austria. The incumbent will report to the Programme Management Officer (Transnational Organized Crime, Illicit Trafficking and Terrorism Programmes) based at ROEA in Nairobi, Kenya.
Responsibilities
The incumbent will assist the Programme Management Officer (TOC, IT & TP) heading the Programme and assist the Crime Prevention and Criminal Justice Officers in Kenya with day to day administrative support to programme activities related to countering Transnational Organized Crime and Terrorism in Eastern Africa. Within assigned authority, the incumbent will be responsible for the following duties:
• Assist in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; monitor status of programme/project proposals and receipt of relevant documentation for review and approval.
• Compile, summarize, and present basic information/data on specific programmes/project and related topics or issues.
• 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.
• Serve as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions in particular in the area of human resources, travel and budget/finance.
• 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 guidance/training to new/junior staff.
• Generate a variety of standard statistical and other reports, work orders, etc., using various databases including SAP/Umoja and Profi.
• Perform other work-related duties as assigned.
Competencies
Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. Has knowledge of processes and procedures related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Is able to work well with figures, undertake basic research and gather information from standard sources. 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 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.
Job – Specific Qualification
Passing the Global General Service Test (GGST) is a prerequisite, i.e. is required, for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.
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.
Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
Work Experience
- A minimum of five years of experience in programme or project administration, technical cooperation or related area is required.
- Experience in working with an ERP system is required.
- Experience in working with a talent management system (e.g. Inspira) in the United Nations system or in an international organization is desirable.
- Experience in SAP/Umoja (travel and requisitioning, budget) is desirable.
- Working experience in an international organization or the United Nations system 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 official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.
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