Org. Setting and Reporting

This position is located in the Crime Prevention and Criminal Justice Section (CPCJS), Division for Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC) in Vienna, Austria. The incumbent will report directly to the Crime Prevention and Criminal Justice Officer managing the STRIVE Juvenile project component and work under the overall guidance of the Crime Prevention and Criminal Justice Officer coordinating the Global Programme to End Violence against Children (GLOZ43) and the Chief of Section.

For more information on UNODC, please visit the following website: www.unodc.org

Responsibilities

Within limits of assigned authority, the Programme Assistant will be responsible to provide assistance in support of planning and implementation of all initiatives of the STRIVE Juvenile component. This includes the following duties:

• Provide programme, administrative and logistics support for the implementation of activities, including support for the organization of meetings, conferences, travel of experts, staff and participants, and other technical assistance activities at headquarters and/or in the field.
• Serving as the focal point for administrative coordination of programme/project implementation activities, involving extensive and regular liaison with field offices involved in the project (ROMENA, POIRQ, POIND, CONIG), as well as with 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.).
• Perform general administrative tasks, including preparing and/or processing requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations and visa applications, etc.). Screen phone calls, respond to moderately complex information requests and inquiries and, as necessary, refer inquiries to appropriate personnel for handling.
• Respond or draft responses to routine correspondence and other communications; use standard word processing package to produce a wide variety of large, complex documents and reports for the approval of the project manager.
• Initiate, process, monitor, review and follow-up on actions related to the administration of the programme/project and human resource activities.
• Maintain calendar/schedules; monitor changes and communicate relevant information to the project manager and appropriate staff inside and outside the immediate work unit.
• Assist in the recruitment of local and field-based project staff, international consultants, individual contractors and interns, and provide backstopping support as required; monitor the timely and qualitative execution of sub-contracts and delivery of work by external consultants and their timely payment of instalments.
• In close partnership with the project manager, maintain the overview of finances, including Field Office segments, financial authorizations as well as of reporting obligations, monitor expenditures and compare with approved budget; prepare adjustments as necessary; prepare monthly budget performance reports for submission to the project manager, analyze variances between approved budgets and actual expenditures; prepare related status reports and projections.
• Coordinate with national project officers hired under the project to ensure timely and coordinated execution of programme assistance tasks.
• Support the project manager in drafting minutes of project meetings and other relevant project-related events.
• Review, record, distribute and/or process mail and other documents; follow-up on impending actions.
• Assist, by using appropriate technology/software, in the elaboration of training materials, technical documents, and presentation materials prepared by substantive staff; handle arrangements for printing and translation as necessary; coordinate shipment arrangements, courier services, etc.
• Assist in the overall maintenance of the project digital archive, ensuring transparent and effective filing practices.
• Provide guidance and training to new/junior staff, including field staff, as requested.
• 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.
• 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 and evaluation, technical cooperation, programming and budgeting. Has knowledge of general office and administrative support including administrative policies, processes and procedures. Is able to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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 decisions, 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.

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 seven (7) years of experience in programme or project administration, technical cooperation or related area is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher.

Experience in the use of Microsoft applications, i.e. Word, Excel, PowerPoint and Share point is required.

Experience with an Enterprise Resource Planning (ERP) system is required.

Experience using travel-related modules is required.

Experience with SAP-based/UMOJA applications (in particular grants and management, financial, travel, procurement), or similar business process systems is desirable.

Work experience within the United Nations common system or a similar large organization is desirable.

Work experience with European Union funded programmes/projects is desirable.

Work experience with different country or field offices 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.

Special Notice

This is a project post. Filling of this position is subject to funding availability and the initial appointment will be for a period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP

Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.

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, sexual abuse, or sexual harassment, 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. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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.