Programme Assistant (Temporary)

UN Secretariat; Wien; Vor Ort; EUR 42.000 - 68.000; Vollzeit

Zusammenfassung

UN Secretariat in Vienna seeks a Programme Assistant to provide essential administrative support for the Global Scientific and Forensic Programme. You will assist with planning, budget analysis, and coordinating project activities, liaising with field offices and drafting correspondence.

The role requires 5+ years of related experience (or 4 with a first-level university degree) and proficiency in ERP systems and standard office software.

Qualifikationen

• High school diploma or equivalent is required.
• Seven years of experience in programme/project administration or related field; reduced to five years with a first-level university degree.
• Experience with complex budgetary/administrative issues and ERP systems (e.g., Umoja).
• Experience in international organizations is desirable.

Aufgaben

• Provide administrative support for planning, budgeting, and documentation.
• Coordinate programme and project planning, monitor proposals, and ensure timely submission of documents.
• Assist in budget preparation, analysis, and cost estimates for meetings and trainings.
• Monitor spending, liaise with field offices on administrative and financial issues, and prepare financial reports.
• Draft correspondence, maintain files, organize meetings, and prepare programme summaries and promotional materials.

Kenntnisse

Professionalism

Teamwork

Planning & organizing

Programme/project administration

Budgeting

Data analysis

Problem-solving

Communication

Attention to detail

ERP Umoja

Office software

Ausbildung

High school diploma or equivalent

Jobbeschreibung

Organizational context: The United Nations Office on Drugs and Crime (UNODC), specifically within the Laboratory and Scientific Services Branch, seeks a Programme Assistant. This role provides crucial administrative support for programme and project planning, activity preparation, and general office services under the Global SMART Programme, reporting to the Programme Coordinator.

Job purpose: The Programme Assistant will provide essential administrative support for the Global Scientific and Forensic Programme. This includes assisting with planning and implementation, coordinating project activities, and managing documentation. The role involves supporting budget preparation and analysis, monitoring expenditures, and liaising with field offices on financial matters. Additionally, the incumbent will assist with performance reporting, recruitment processes, and general programme administration, including drafting correspondence, maintaining records, and organizing meetings. The position also entails coordinating the publication of reports and serving as a liaison for various administrative actions to ensure effective programme delivery.

Responsibilities: Provide administrative support for the Global Scientific and Forensic Programme's planning and implementation activities. Coordinate programme and project planning, monitor proposal status, and ensure timely submission of project documents. Assist in preparing and analyzing budget proposals, interpreting guidelines, and reviewing submissions. Monitor and evaluate programme segments, track data, and prepare budget revisions and cost estimates for meetings and trainings. Monitor spending and transactions, liaise with field offices on administrative and financial issues, and prepare financial reports. Collaborate on performance reporting, assist with recruitment processes for staff and consultants, and process related administrative actions. Draft correspondence, maintain files and databases, and organize meetings and workshops. Prepare programme summaries and promotional materials, coordinating their review and publication. Act as a focal point for coordinating and monitoring programme implementation activities, including recruitment, travel, and procurement. Prepare and submit procurement requests and process vendor payments. Administer staff mission travel arrangements and assist with data collection, analysis, and reporting for information sharing and decision-making.

Education: A high school diploma or equivalent is required.

Work experience: A minimum of seven years of experience in programme or project administration, accounting, finance, or a related field is required. This is reduced to five years with a first-level university degree. Experience with complex budgetary/administrative issues, ERP systems (like Umoja), and standard office software is necessary. Experience supporting technical assistance programmes and within international organizations is desirable.

Skills: Professionalism, Teamwork, Planning & Organizing, programme/project administration, budgeting, data analysis, problem-solving, communication, attention to detail, proficiency in ERP systems (e.g., Umoja), and standard office software.

Required languages: English, French

Desired languages: