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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-207635-J-Kampala (O)

Grade: G6

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 limits of assigned authority, the Programme Management Assistant will be responsible for the following specific duties:

• Provide assistance in support of programme and project planning and implementation activities/processes.
• Research, compile, analyse, summarize, and present basic information/data on specific programmes/project and related topics.
• 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.
• 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 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 of the 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. Provide support with respect to the review, analyses and preparation of the medium-term plan and its revisions.
• 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 submissions.
• Monitor expenditures and compare with approved budget; prepare adjustments as necessary.
• Review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
• Assist in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
• Monitor integrity of various financial databases.
• Verify accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued.
• Assist the Programme Management Officer and Finance and Budget Officer on the development and management of the project budget;
• Co-ordinate with all project staff on related issues during preparation of expenditure reports.
• Review, analyze and process payments to third-parties, commercial entities and individuals.
• 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 programme, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures.
• 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 and keep up-to-date files.
• 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 is required. A recognized first-level university degree (bachelor degree or equivalent) may be accepted in lieu of two years of required work experience.
• 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.
• A minimum of seven years (or five years in combination with a first-level university degree (bachelor degree or equivalent)) of experience in programme or project administration and management, technical cooperation or related area is required.
• Work experience with an ERP (Enterprise Resources Planning) system is required.
• Work experience with SAP (System, Applications & Products)/Umoja is desirable.
• Work experience within the United Nations System and/or in a similar international organization is desirable.
• Languages: fluency in English is required. Knowledge of other United Nations official languages is an advantage.

Competencies:

• 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 understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Has ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. Has proven ability to draft, edit and produce written proposals and results-focused reports. Has ability to perform analysis, modelling, 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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: 10^th May 2023

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