Programme Assistant (SB3) – UNODC
JOB DETAIL
The position is located at the UNODC Programme Office in Mozambique (POMOZ), Regional Office for Southern Africa (ROSAF) with duty station in Maputo, Mozambique.
Working together in a team with other project support staff, the incumbent will be responsible for providing operational, organizational, logistical and administrative support to the implementation of all activities under the Maputo Roadmap and will support directly the Head of Office on logistical aspects of programme implementation. This will involve planning and executing various operational, logistical, and administrative requirements for the project activities; organizing travel of project personnel, experts and meeting participants; preparing cost estimates and maintaining expenditure estimates; producing and disseminating documents in a timely manner; supporting on-site conduct of activities; preparing and providing general secretarial support, etc. As required, s/he will also provide support for the procurement, budgetary and financial management for the project.
The incumbent will work under the overall supervision of the UNODC Head of Office for Mozambique.
The incumbent will carry out the following tasks:
- Assist with administrative matters relating to the organization of meetings, seminars and training, accommodation, workshops, and conferences, including, but not limited to participants’ travel and administrative arrangements, negotiating, and securing meeting venues.• Assisting with administrative issues related to Customs clearance of goods.
- Assisting in administrative matters relating to the management of subcontracted staff
- Provide support for programme procurement initiatives, according to UN rules and procurement policies.
- Provide administrative support for UNODC programme, finance, and administration, in line with relevant UN rules and regulations, using relevant UNODC proprietary software applications, with tasks including, but not limited to raising purchase orders; processing travel and other claims; preparing requests for payments and performing related functions in support of ROSAF work.
- In accordance with the UN rules, procedures, and standards, maintain programme operational, financial, and administrative records for monitoring and reporting purposes.
- Provide support for preparation and regular updating of programme related work, procurement and travel plans in prescribed formats.
- Assist with the preparation of correspondence, reports and documents as requested and organize both incoming and outgoing programme correspondence.
- When requested, take minutes and/or notes of meetings.
- Serve as focal point for administrative and logistics 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, e.g., organisation of events, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
- Maintain communication with vendors upon contract signature, coordinates delivery of good/services, maintain records on receipt and distribution of goods, ensure proper documentation of processes, monitor contractors’ performance.
- Maintain the program files with the necessary base documentation, agreements, contracts, progress reports, budget, monthly reports, audits, correspondence, etc.
- Preparation of partner profiles and databases, and establishment of contacts with donor counterparts to obtain information on their programs.
- Assist with communication with various stakeholders, Programme’s partners and beneficiaries as required and guided by the responsible Programme Officer.
- Assist with the updating of relevant office databases, provide support in updating program inventory and physical verification of assets.
- Maintain timesheets as well as attendance and leave records for the program office.
- To perform relevant UMOJA functions.
- Assists with the updating of relevant office databases, and provide support for updating project inventory, physical verification of assets, and upkeep of the Field Office Inventory Management application.
- Maintain timesheets as well as attendance and leave records.
- Perform other project support duties as assigned by the Representative.
- Undertake any other task/emerging issues at the request of the responsible Program Officer or the Representative to ensure the effective implementation of the programs.
- Perform other duties, as required.
Professionalism: Expertise in project administration and organization including sound knowledge and understanding of concepts and approaches relevant to budgetary and financial management; knowledge of the financial rules and regulations of the United Nations as well as familiarity with UN policies and procedures as they relate to programme budgeting and financial administration; demonstrated professional competence and mastery of administrative processes; ability to perform a range of administrative functions, including event planning andorganizing and human resources administration; ability to map out potential risks and make contingencies, as required. Shows pride in work and achievements; 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; and demonstrable commitment to the values of the United Nations, particularly integrity in daily activities and behaviors.
Accountability: Takes ownership of responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost, and quality standards; operates in compliance with organizational regulations and rules; takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Planning & Organizing: Sound organizational skills and time management skills; ability to multi-task and prioritize own work; to work independently or with minimum supervision; and to deliver assignments in a timely manner. Knowledge on how to develop clear goals that are consistent with agreed strategies; foresees risks and allows for contingencies when planning; monitors and adjusts plans and projects as necessary; uses time efficiently.
Required Skills and Experience
Completion of High school/secondary school is required. First level university degree in business or public administration, personnel administration, social sciences, or related field will be an added advantage, but not a requirement. Secondary education with a recognized professional certificate in personnel administration, account/finance or related fields may be considered.
A minimum of 3 years of progressively responsible professional experience in financial and budgetary management support and in providing administrative assistance for project implementation and management, preferably in a civil service, NGO, or international organization environment, is required.
Work experience in the United Nations System or other regional and international organizations would be an asset. Previous experience with SAP based software is mandatory. Previous experience in a project or donor environment would be an advantage. Computer literacy, specifically skills in MS Office is required. Knowledge of various administrative procedures of UNODC or the United Nations system in general would be an advantage.
Languages:
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and Portuguese (both oral and written) is a requirement; knowledge of other UN official languages is an asset.
