Senior Programme Management Assistant At UN Office on Drugs and Crime

Background

During these times, when illicit drugs, crime, and terrorism cross borders, UNODC have been helping make the world safer from drugs, organized crime, corruption and terrorism. We are committed to achieving health, security and justice for all by tackling these threats and promoting peace and sustainable well-being as deterrents to them.

Within the framework of the Sustainable Development Goals and under the Human Rights approach, the UNODC is committed to supporting Member States in implementing the 2030 Agenda for Sustainable Development and the 17 Sustainable Development Goals (SDGs) at its core.

UNODC’s work aims the following specific objectives:

Research and analysis to increase knowledge and understanding of drugs and crime, based on policy- making and operational decision-making on concrete evidence.
Normative work to assist Member States in the ratification and implementation of international treaties, in the development of domestic legislation on drugs, crime and terrorism.
Finally, technical cooperation through programs and projects in the countries to strengthen Member States’ capacity to counter the problems of illicit drugs, organized crime and terrorism.

In this sense, UNODC’s intervention is designed to contribute to the achievement of the following results:

Governments will be better equipped to comply and implement their obligations under international treaties, particularly in judicial cooperation, prevention and illicit production of drugs, human trafficking, organized crime, money laundering, corruption, and terrorism.
Decision-making will be based on evidence, founded on a broader and more precise knowledge of illicit drugs, crime, and terrorism.
Civil society and public opinion will more strongly support action against illicit drugs and crime, based on a better understanding, knowledge and awareness of the problems.

Duties and Responsibilities

As alternate to the administrative/Finance coordinator, the key functions of this position are:

1) Program Management.

2) Administration.

3) Finance.

4) Human resources.

Aditionally, this position provides assistance to the Representative.

Under the Programatic and Administrative’s supervision, the Senior Program Management Assistant will support the following tasks and functions:

1) Program Management:

Monitoring of project operating plans.
Monitoring of project budget execution.
Project’s financial closing with Headquarters and donors.
Compilation of relevant information for the delivery of periodic internal and external reports.
Compilation of relevant information to the UNODC mandate, government, donors and national and international news.
Preparation of base information for internal and external institutional communications on UNODC projects, programs and initiatives.
Identification and relationship with partner organizations, the United Nations System and Headquarters in Vienna.
Any other function inherent to program management as required.

2) Administration:

Support proposal preparation, signing and closing of agreements and contracts.
Procurement management processes (acquisitions), travel, logistics and events in UMOJA (UNODC SAP system)
Organize files administration’s per processes, including financial, programmatic.
Database maintenance of relevant information for the office, as project and office productions, stakeholders, etc.
Prepare travel plans and organize travel dates for participants to UNODC events as required. Prepare travel requests to be sent to the travel agents to issue air tickets, request payment of Daily Subsistence Allowances (DSAs) and terminal expenses when needed, and determine appropriate budget lines;
Management of their role in UMOJA (UNODC SAP system) including their updating and training.
Support the closing of administrative workflows in relation to the procurement of goods and services after they have effectively been received.
Any other function inherent to administrative management as required

3) Finance:

Budget’s preparation and review.
Monitoring and follop-up of budget execution.
Periodic reconciliation of payroll and payments.
Periodic preparation of financial reports and accountability.
Any other function inherent to financial management as required.

4) Human resources:

Recruitment and hiring processes for staff and consultants.
Monitoring of contractual compliance of personnel, closing and liquidation, including the rules and policies established for personnel administration.
Communicate the safety regulations to personnel and contractors.
Any other function inherent to human resources management as required.

5) Assistance to the Representative

Organize Representative’s agenda.
Coordinate with the team and stakeholders to follow-up of tasks and activities.
Revise, present and organize Representative’s file, including in and out correspondence.
Prepare reports as required by the Representative.
Any other duties, as required.

Competencies

Innovation

Ability to make new and useful ideas work. Analyzes complex technical materials (including data) and makes concise, relevant recommendations

Leadership

Ability to persuade others to follow. Takes responsibility for and ensures high quality of own work

People Management

Ability to improve performance and satisfaction. Takes ownership of responsibilities

Delivery

Ability to get things done while exercising good judgement. Takes responsibility for addressing critical situations and delivering core value

Professionalism

Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Teamwork

Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Planning & Organizing

Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Required Skills and Experience

Education

High school diploma or equivalent is required.
University Degree in Business Administration, Economics, or related areas would be desirable, but it is not a requirement.

Experience

Minimum six (6) years of experience in programme or project administration, technical cooperation or related area is required.
Minimum five (05) years in leading a team and in the organizing/planning/designing/delivery/management of administrative processes is desirable.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, Experience in handling web-based management systems.
Experience working in the United Nations or similar international organization is desirable.

Language Requirements