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Job Title:  Programme Assistant (UN Admin Jobs)   

Organisation: United Nations Office on Drugs and Crime (UNODC)

Duty Station:  Kampala, Uganda

Job Opening Number: 23-Programme Management-UNODC-205436-J-Kampala

About US:

The United Nations Office on Drugs and Crime is a United Nations office that was established in 1997 to assist the UN in better addressing a coordinated, comprehensive response to the interrelated issues of illicit trafficking in and abuse of drugs, crime prevention and criminal justice, international terrorism, and political corruption. These goals are pursued through three primary functions: research, guidance and support to governments in the adoption and implementation of various crime-, drug-, terrorism-, and corruption-related conventions, treaties and protocols, as well as technical/financial assistance to said governments to face their respective situations and challenges in these fields.

Key Duties and Responsibilities: Within assigned authority, the Programme Assistant will be responsible for the following specific duties:

• Performs a wide range of office support and administrative functions.
• Respond or draft responses to routine correspondence and other communications; use standard word processing package to produce a wide variety of large, complex documents and reports.
• Monitor processes and schedules related to the unit’s outputs, products, tasks, etc.; where applicable, assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
• Research, compile and organize information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
• Generate a variety of standard statistical and other reports, work orders, etc., using various databases.
• Proofread documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
• Screen phone calls and visitors responds to moderately complex information requests and inquiries (e.g., answers requests requiring file search, etc.), and as necessary, refer inquiries to appropriate personnel for handling.
• Provide secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
• Assist in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
• Assist in the preparation of presentation materials using appropriate technology/software.
• Maintain calendar/schedules; monitor change and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Perform data entry functions, review and enter in a database all incoming mail.
• Review, record, distribute and/or process mail and other documents; follow-up on impending actions ensure the smooth flow of correspondence to and from the Office; monitor deadlines for completion of requested tasks; bring urgent matters to the attention of relevant line manager.
• Update and maintain large distribution lists; monitor, prepare and distribute various materials, reports, where possible using electronic formats; handle arrangement for printing and translation as necessary; coordinate shipment arrangements, courier services, etc.
• Perform general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g., requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, acts as IT focal point, etc.).
• 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.
• Maintain files (both paper and electronic) and databases for UNODC.
• Perform other work-related duties as assigned.

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Qualifications, Skills and Experience:

• The applicant for the United Nations Office on Drugs and Crime (UNODC) Programme Assistant job should hold a High school diploma or equivalent. Required.
• Passing the Global General Service Test (GGST) is a prerequisite, i.e. is required, 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.
• At least three (3) years of experience in general office support is required.
• Work experience with an enterprise resource planning (ERP) system is required.
• Work experience with SAP/Umoja is desirable.
• Experience in handling confidential and sensitive information is desirable.
• Experience in providing support to senior managers in the United Nations System or a comparable public sector institution is desirable.
• Work experience within the United Nations system or a similar international organization is desirable.
• Experience in document processing and archive systems is desirable.
• Languages: fluency in English is required. Knowledge of another official United Nations language is desirable.

Competencies

• Professionalism: 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. 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.
• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

How to Apply:

All suitably qualified and interested candidates who so desire to join the United Nations Office on Drugs and Crime (UNODC) in the aforementioned capacity should endeavour to Apply Online by Clicking on the link below. Please further review job requirements and if competent Click Apply Now.

Click Here

Deadline: 5^th April 2023

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