Org. Setting and Reporting
This position is located in the Regional Office for Eastern Africa (ROEA) in Nairobi (Kenya), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The Programme Assistant will work under the overall supervision of the UNODC Representative of ROEA and the direct supervision of the Crime Prevention and Criminal Justice Officer heading the Criminal Justice Programme in ROEA, and in close cooperation with the Programme Officer for the project.
For more information on UNODC, please visit the following website: www.unodc.org
Within limits of assigned authority the Programme Assistant will be responsible for the following duties:
• Provide assistance in the coordination of programme/project planning and preparation of work for the components of the PLEAD Project.
• Serve as focal point for administrative coordination of programme/project implementation, activities, involving extensive liaison with a 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.
• Assist in organizing workshops, including the procurement of services, facilitating travel arrangements for participants and consultants.
• Provide assistance in the recruitment process and monitoring of contracts long- and short-term staff, as well as technical assistance personnel, as required for effective project/programme implementation. Organize and deliver trainings to newly recruited staff according to the office and staff needs.
• Draft correspondence and communications related to programme/project administration and implementation.
• Provide guidance and training to new/junior staff.
• Prepare supporting documents (narrative and supporting tables) with respect to finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements.
• Assist managers in the elaboration of resource requirements for programme/project budget
• Monitor expenditures and compare with approved budget; prepare adjustments as necessary.
• Ensure that the asset register is accurate and up to date.
• Review the asset register and make necessary adjustments as required.
• Carry out annual asset verification.
• Keep up-to-date on documents/reports/guidelines that have a bearing on matters related to the programme, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures.
• Prepare, maintain and update files (electronic and paper) and internal databases.
• Perform other work-related duties, as assigned.
• 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. 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.
• 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.
• Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
High School diploma or equivalent.Work Experience
A minimum of seven years of experience in administrative services, programme support and administration is required.
Work experience with organizing workshops and trainings is required.
Work experience with an ERP system is required.
Working experience with SAP/Umoja is desirable.
Work experience in an international organization or within the United Nations system is desirable.
Work experience in the field of human resources and/or finance and budgeting is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency English is required. Knowledge of another official United Nations language is an advantageAssessment
Evaluation of qualified candidates may include an assessment exercise and a competency based interview.Special Notice
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.Other Skills and Requirements
Passing the Global General Service Test (GGST) is a prerequisite 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.
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.
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.
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.
UNODC is a global leader in the fight against illicit drugs and international crime.
Established in 1997 through a merger between the United Nations Drug Control Programme and the Centre for International Crime Prevention, UNODC operates in all regions of the world through an extensive network of field offices.
UNODC is mandated to assist Member States in their struggle against illicit drugs, crime and terrorism. In the Millennium Declaration, Member States also resolved to intensify efforts to fight transnational crime in all its dimensions, to redouble the efforts to implement the commitment to counter the world drug problem and to take concerted action against international terrorism.
The three pillars of the UNODC work programme are:
In pursuing its objectives, UNODC makes every effort to integrate and mainstream the gender perspective, particularly in its projects for the provision of alternative livelihoods, as well as those against human trafficking.
UNODC is seeking qualified, energetic professionals in a wide range of fields to join us in our efforts to combat the threats posed by drugs, crime and terrorism. UNODC offers challenging assignments - monitoring drug abuse and trafficking trends, helping States achieve substantial reductions in drug supply and demand and assisting countries in forging new partnerships for tackling important issues such as money-laundering, smuggling of migrants and trafficking in human beings. Around 1,500 people work at UNODC headquarters in Vienna and in field offices around the world.