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Job Title:  Programme Management Assistant (UN Admin Jobs)   

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

Duty Station:  Kampala, Uganda

Job Opening Number: 23-Programme Management-UNODC-205438-R-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 Management Assistant will be responsible for the following specific duties:

Administrative support:

• Perform general administrative tasks (e.g. arrangements for meeting, logistics support for other events, reservations).
• Prepare and/or process administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
• Verify receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
• Generate a variety of standard statistical reports, work orders, etc., using various databases mainly payments to Finance.
• Maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
• 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 data entry and extraction functions.
• Maintain files (both paper and electronic) and databases for work unit.
• Perform other work-related duties, as assigned, including supporting any other project activities outside “Strengthening Crime Prevention and Criminal Justice in Uganda”.

Financial support:

• Regularly assist in monitoring budgets and financial expenditures, ensuring compliance with donor rules and regulations, keeping supervisor informed on actions for decision and/or follow up.
• Assist in preparing periodic or ad-hoc financial reports relating to country office and donors to support the office in optimizing the use of programme funds.
• Assist in planning fund utilization according to workplan activities and support the sections in managing funds.
• Support supervisor in the pre-award assessment and due diligence processes before the grant is made to sub-grantee. As member of a team assist supervisor in preparing proposals for submission to donors including technical applications, budgets, budget narratives, work plans and organizational charts.
• Support supervisor with pre-award reviews for implementing partners for qualifying recipients as deemed appropriate in accordance with established UNODC procedures.
• As member of a team monitor and coordinate the administration of post-award grants to ensure that budgeting and administrative policies, procedures, and donor requirements are being followed.
• Track reporting schedules for implementing partners across all grants in collaboration with the UNODC Regional Office, monitor reporting requirements for sub-grantees. Maintain specialized databases and systems for recording and tracking grant reports and related statistical information as well as create and distribute standard financial reporting templates.
• Assist in conducting regular site visits and risks assessments to sub awardees to ensure compliance, follow-up on special award conditions, and provide capacity building support. Review sub awardee documentation including monthly invoices, supporting documentation (timesheets, receipts, etc.) and monthly programme reports.
• Work closely with the programme team to support, monitor, and evaluate grantee performance and provide feedback on grantees’ monthly financial and technical performance as part of the ongoing process to ensure that grants are utilized as per the grant agreement.
• Continuously review sub-grantees’ accounting procedures, and assist in carrying out internal quality assurance.
• Follow up on findings from audits, on-site visits and desk reviews with sub-grantees’ staff.
• Work closely with the sub-contractors Finance team to put in place a consistent- hard copy / electronic filing structure and system for financial information and contracts-related documents.
• Maintain grants tracking tool to ensure payment requests for grants deliverables submitted are correctly paid.
• Support the grant close-out processes for both subcontracts and in-kind grants

Human Resource support:

• Assist in the recruitment process and monitoring of contracts for long- and short-term staff, as well as technical assistance personnel, as required for effective project/programme implementation.
• 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 Management 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 five (5) years of experience in programme support, finance, budget, administrative services, or related area is required.
• Work experience with an ERP (Enterprise Resources Planning) system is required.
• Work experience within the UN System or similar international organization including administrative support is desirable.
• Work experience in grants and sub grants management in the region is desirable.
• Work experience in SAP (System, Applications & Products)/Umoja is desirable.
• Languages: fluency in English is required. Knowledge of another United Nations official language is an advantage.

Competencies

• Professionalism: Has knowledge of, and ability to apply financial rules, regulations, and procedures in the UN environment. Has ability to maintain accurate records, review and interpret a wide variety of data. Has ability to identify and resolve data discrepancies and operational problems. Has ability to perform analysis, modeling 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.

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.

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Deadline: 28^th April 2023

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