Programme Assistant, Vienna

Org. Setting and ReportingThe post is located in the Office of the Secretary (OS), Secretariat of the International Narcotics Control Board (SINCB), Division of Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC), in Vienna, Austria. The incumbent will report to the Administrative Officer of the GRIDS Programme. The Secretariat of the INCB is an administrative entity of UNODC reporting directly to the Board on substantive matters. For more information on UNODC, please visit the website: ResponsibilitiesWithin assigned authority, the Programme Assistant will be responsible for the following specific duties: • Provide administrative and financial assistance in support of the planning, management and implementation of activities/processes of the Section’s programme/project initiatives. Assist in the preparation and review of financial and human resource proposals and requirements. • Assist in the preparation and analysis of programme/project budget proposals; provide assistance in the interpretation of budget guidelines; review and coordinate submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepare reports and ensure that outputs/services are properly categorized. • Consolidate budget/work programme with respect to Section’s project budget, trust funds, grants and procurement. Assist in the management of grants through UMOJA. Extract and compile various reports through UMOJA. Monitor expenditures and compare with approved budget; and prepare adjustments as necessary. • Assist project managers in the elaboration of resource requirements for budget submissions. • Assist in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. Prepare or customize financial reports from UMOJA generated reports. Co-ordinate with Financial Resources Management Service staff on related issues during preparation of budget reports. • Assist in the completion of purchase requisitions processes in UMOJA. • Initiate, review, process and follow-up on actions related to the administration of the Section’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. Maintain vacancy announcement files and keep track of status of vacancy announcements in Inspira. • Respond to enquiries and provide information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations. • Monitor staffing table and prepare relevant statistical data/charts. • Monitor and enter all personnel information for non-staff (e.g. meeting participants) to a database and create index records, as well as expense reports on behalf of non-staff travellers. • Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services. Prepare and process all forms and permissions for contractual services and personnel. Audit the contractors' invoices against the goods and services provided by the contractor and approved by the UN. Process the payment of contractors' invoices and monitor payments through UMOJA or other appropriate system. • Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. • Perform other administrative duties and coordinate extensively with service units (e.g. regarding travel; physical space planning; office technology needs including IT and organizing and coordinating seminars, conferences and translations). • Provide guidance and training to more junior General Service staff. • 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 may be required. Competencies• Professionalism: Has knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration. Is able to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Is able to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Is able to identify and resolve a range of issues/problems and to work well with figures. Demonstrates ability to apply good judgment in the context of assignments given. Is able to perform analysis, modelling and interpretation of data in support of decision-making. 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 & 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of seven years of experience in administrative services, programme or project administration, finance, accounting, human resources or related area is required. Extended experience in operating SAP based Enterprise Resources Planning (ERP) systems (such as the in-house UMOJA, including respective administrative roles) is desirable. Experience in arranging national/international conferences and/or meetings (arranging travel and registration of meeting participants and other logistical arrangements) is desirable. Experience with procurement and bidding processes is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised fluency in English is required. Knowledge of additional United Nations official language is an advantage. AssessmentEvaluation of qualified candidates may include an assessment exercise and a competency-based interview. Special NoticeThis 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. 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 United Nations ConsiderationsAccording 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 FeeTHE 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.