Programme Assistant (Temporary), G6

Global Roles; Wien; Hybrid; EUR 42.000 - 64.000; Vollzeit

Zusammenfassung

Global Roles in Vienna seeks a Programme Assistant to provide reliable administrative support for the Global Scientific and Forensic Services programme under UNODC. You will assist in planning, budgeting, recruitment, and overall programme administration to help ensure timely delivery of activities.

The role involves coordinating planning and implementation, monitoring budgets, supporting procurement, and maintaining records across multiple documents and reports in English.

Qualifikationen

• High school diploma or equivalent.
• 7 years of work experience in programme or project administration, accounting, finance, or related field.
• With a first-level university degree or higher, minimum becomes 5 years.
• ERP system experience and IT applications related to projects, spreadsheets and word processing are required.
• Experience with SAP Umoja or similar databases is desirable.
• UN System or international organization experience is desirable.
• English at UN Level II for reading, writing, listening, and speaking.

Aufgaben

• Provide assistance in support of planning and implementation activities for the Global Scientific and Forensic Programme.
• Assist in coordination of programme/project planning; monitor status of proposals; ensure documents are completed and submitted for approval.
• Assist in budget proposals analysis; interpret budget guidelines; prepare and justify budget estimates; prepare reports.
• Assist in monitoring and evaluation; categorize, update, track and analyse data; prepare revised budget estimates; ensure funds availability and approvals in UMOJA.
• Monitor spending and transactions; liaise with Field Office staff on administrative and financial issues; prepare financial reports from UMOJA; conduct project budget controlling.
• Collaborate with programme managers on performance reporting; ensure completeness and accuracy of data submitted.
• Assist in recruitment and contracts monitoring for staff and technical personnel; prepare terms of reference for consultants and contractors.
• Prepare procurement requests in UMOJA; monitor payments to vendors and expenditures.
• Provide general programme assistance; draft routine correspondence; organize meetings and trainings; maintain files/records.
• Prepare programme/project summaries and promotional material; coordinate with editors/translation services for reports in multiple languages.
• Serve as focal point for coordination and expediting of programme activities across units; manage travel, vendor payments, procurement and approvals.
• Prepare and update files and databases; generate reports, statistics, and background materials for audits and evaluation.
• Draft correspondence related to budgets and work plans; support for periodic reports.
• Prepare travel plans and organize administrative arrangements for staff missions.
• Assist with data collection and analysis; prepare data presentations and knowledge management materials.
• Assist with visualizations and updating information materials such as web pages or brochures.
• Perform other duties as assigned.

Kenntnisse

Programme Admin

Project Admin

Accounting

Finance

Budget Monitoring

ERP Systems

Umoja

SAP Database

Spreadsheets

Word Processing

Financial Support

Recruitment Support

Office Support

Ausbildung

High school diploma or equivalent

First-level university degree or higher (advantage)

Jobbeschreibung

The Programme Assistant provides reliable administrative assistance in the coordination of programme/project planning, preparation of activities, and general office support services for the Global Scientific and Forensic Services programme under the United Nations Office on Drugs and Crime (UNODC). The role involves supporting planning and implementation activities, budget monitoring, recruitment assistance, and general programme administration.

Responsibilities

• Provide assistance in support of planning and implementation activities/processes for the Global Scientific and Forensic Programme.
• Assist in the coordination of programme/project planning and preparation; monitor status of programme/project proposals; take necessary action to ensure project documents are completed and submitted to relevant parties for approval.
• Assist in the preparation and analysis of budget proposals and individual regional/country level budget segments; 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.
• Assist in the monitoring and evaluation of the programme and its country-level segments; categorize, update, track and analyse data related to implementation of the programme; identify issues and initiate requisite follow-up actions; prepare revised budget estimates; Prepare cost estimates for expert and regional meetings and trainings; report on budget revisions, expenditures and commitments, verify availability of funds; ensure necessary approval and entry in UMOJA; initiate financial authorizations for expenditures.
• Monitor spending and transactions in accordance with available funds and cost plans; ensure that available resources are properly utilized; liaise with Field Office staff on administrative and financial issues related to project implementation; determine whether adjustments are necessary and ensure that these have been accurately processed. Prepare financial reports generated from UMOJA. Conduct and maintain project budget controlling for the LSS safe handling and disposal portfolio of projects. Update programme managers and section Chief regularly on status of funding and implementation.
• Collaborate with programme managers on performance reporting; liaise with relevant parties on the interpretation of the activities/services scheduled in the programme budget and various planning instruments such as the medium-term plan and internal work plans; provide assistance on reporting requirements, guidelines, rules and procedures and ensure completeness and accuracy of data submitted.
• Assist in the recruitment process and monitoring of contracts for long-and short-term staff under the programme, as well as technical assistance personnel, as required for effective programme implementation. Prepare, process and follow-up on actions related to recruitment and appointment of personnel under UNODC rules and regulations. Provide assistance and guidance to project staff on recruitment procedures and on preparation of terms of reference for international consultants and contractors.
• Ensure timely issuance of budget releases and shopping carts in-line with Online Staffing Table, Lotus Notes and UMOJA online system requests. Prepare payments related to contractual services and ensure tracking and monitoring of relevant expenditures.
• Provide general programme assistance related to the implementation of the programme; draft routine correspondence; respond to complex information requests and inquiries; review, log and route incoming correspondence; set up and maintain files/records; organize meetings, workshops; handle routine administrative tasks.
• Prepare draft programme/project summaries and promotional material, coordinate review and clearance process, and coordinate with editor, translation services, etc. on finalization and publication of reports in multiple languages.
• Serve as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Prepare, maintain and update files (electronic and paper) and internal databases; design and generate a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate reporting, audits and evaluation.
• Draft correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepare service’s contributions for a variety of periodic reports.
• Prepare and submit relevant requests for procurement services and low-value acquisitions in UMOJA, initiate, monitor and prepare documents for timely payments to vendors and ensure tracking and monitoring of relevant expenditures.
• Administer staff mission travel preparations, including timely quarterly submission of travel plans, liaising with respective visa issuance authorities and overall administrative arrangements.
• 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.
• Performs other work-related duties as assigned.

Requirements

• High school diploma or equivalent is required.
• A minimum of seven years of work experience in programme or project administration, accounting, finance, or related field is required.
• The minimum years of relevant experience is reduced to five for candidates who possess a first-level university degree or higher.
• Work experience dealing with complex budgetary and administrative issues is required.
• Work experience with an Enterprise Resources Planning (ERP) system as well as other IT applications related to projects, spreadsheets and word processing is required.
• Work experience with an SAP database, such as Umoja, is desirable.
• Work experience in supporting the financial aspects of technical assistance programmes and projects into the area of UNODC mandates is desirable.
• Work experience within the United Nations System or a similar international organization is desirable.
• English is required at UN Level II for reading, writing, listening, and speaking.

Skills

• Programme Administration
• Project Administration
• Accounting
• Finance
• Budget Monitoring
• Enterprise Resource Planning
• ERP Systems
• SAP Database
• Umoja
• Spreadsheet Software Knowledge
• Word Processing
• Financial Support for Technical Assistance
• Recruitment Support
• Office Support

Languages

English