Programme Assistant

Org. Setting and Reporting

This position is located in the Office of the Director (OD), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC), in Vienna, Austria. The incumbent will work under the direct supervision of the Programme Officer, OD, Division for Operations and the overall guidance of the Deputy Director, OD/DO. For more information on UNODC please visit our website www.unodc.org

Responsibilities

The Programme Assistant will be responsible for assisting the Programme Officer (Management Team) in supporting the sound planning, management, implementation, coordination, communication, monitoring and reporting of activities related to the financial, administrative and human resources, as well as programme operations of the Division’s offices at HQs and in the field locations. Within limits of assigned authority, the incumbent will perform the following specific duties: • Perform a wide range of office support and administrative functions with a focus on monitoring and analyzing documents and reports, drafting a wide range of communications and preparing statistical data using the relevant software in line with UN standards. • Carry out multiple and diverse activities and work processes to ensure that management directives and decisions are adhered to and properly implemented in a consistent manner and keep track of exceptions logs; • Assist in reviewing and analyzing various documentations (e.g. monthly and quarterly reports, programme documents, programme reports, system wide reports, UNINFO, UNODC field webpages, etc.), identify issues to be addressed and, as appropriate, prepare communications, responses and/or liaise with relevant parties on actions to be taken and/or follow-up on actions; • Assist in research, compile, analyze and organize information and reference materials from various sources, including Umoja, coordinate timely submission of inputs by others, consolidate and generate complex financial, statistical and other reports, data presentations, including visualizations, briefing notes, audit responses, speaking notes, status updates, etc. for different purposes on a regular basis (post activity, quarterly, biannually, annually or on ad hoc basis). • Generate reports from in-house systems and contribute to the collection and analysis of data as well as identification of trends or patterns and provide draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting. Enhance and streamline the reporting methodologies to include modern infographics. • Exercise quality control by proofreading documents and edit texts and data for accuracy, grammar, spelling, punctuation and style, and for adherence to established standards for format. • Serve as a communication focal point between the Office of the Director, DO, and UNODC colleagues at HQs and in the field offices on a wide range of issues regarding the management of DO activities, including outreach, communication and reporting issues. • Develop and/or maintain databases and organize and maintain the filing system of the Office, ensuring that all files are properly indexed for easy reference by all colleagues in the Office, facilitate data collection tools and analytics, identify problems/issues and propose solutions. • Support the coordination of the inter-agency work and reporting on the Prevention of Sexual Exploitation and Abuse (PSEA); Disability; Gender; Human Rights; and other cross cutting topics. • Perform other work-related duties, as assigned.

Competencies

• Professionalism: Has knowledge of office and administrative support, including administrative policies and procedures and records management. Has the ability to prepare various outputs and reports. Is able to effectively interact with counterparts, peers and senior officials. Is able to identify issues, analyse and participate in the resolution of issues/problems. Has conceptual analytical and evaluative skills. Is able to apply judgment in the context of the assignment given, plan own work and manage conflicting priorities. Has ability to analyze, model and interpret data in support of decision-making and convey resulting information to management. Has the ability to ensure the adequate preparation of reports and papers on technical issues as well as rationale with respect to key technical assistance matters. 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. • 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. • Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

A minimum of seven (7) years of progressively responsible working experience in administrative services or programme/project management or related area is required. The minimum number of years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Work experience in preparing a wide range of communications in different formats, including spreadsheets, is required. Experience in data analytics or related area is required. Experience with an Enterprise Resource Planning (ERP) is required. Experience with SAP/Umoja is desirable. Experience with SAP/UMOJA reporting (BI and ECC) is desirable. Experience with a design/layout software is desirable. Work experience in programme/project management and reporting is desirable. Work experience within the United Nations system or similar international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another United Nations official language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency based interview.

Special Notice

This position is funded from extrabudgetary funds and is available for a period of one year. 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. 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 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.

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. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.