Oct 26, United Nations Office on Drugs and Crime Programme Assistant Jobs in Ethiopia

Org. Setting and Reporting

These positions are located in the Programme Office in Ethiopia (POETH), with duty station in Addis Ababa, Regional Office for Eastern Africa (ROEA), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC), The incumbents will work under the overall supervision of the UNODC Representative and the direct supervision of the Crime Prevention and Criminal Justice Officer heading the Criminal Justice Programme in ROEA. The incumbents will work closely with the Regional Section for Africa and the Middle East (RSAME) at UNODC headquarters Vienna.

Responsibilities

Within limits of assigned authority, the incumbent will be responsible for the following duties:

• Provide assistance in support of planning and implementation activities/processes for, typically, a medium-size and complex component of the departmental programme/project initiatives.

• Compile, summarize, and present basic information/data on specific programmes/project and related topics or issues.

• 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.

• Review project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identify inconsistencies; distribute project documents to relevant parties upon approval.

• Review budget revisions; verify availability of funds; ensure necessary approval and entry in computerized budget system.

• Serve as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with 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 and services, etc.

• Compile, summarize and enter data on project delivery; draft related status reports, identifying shortfalls in delivery, budget overruns, etc., and bring to the attention of management.

• 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 inspection and other reviews.

• 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 unit contributions for a variety of periodic reports.

• Under the guidance of the Programme Management Officer, undertake logistical administrative and financial arrangements, for meetings, events and workshops organized by the Office.

• 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 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.

• 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 calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.

• Maintain files (both paper and electronic) and databases for work unit.

• Perform data entry and extraction functions.

• Administer and manage the office leave plans and attendance system.

• Provide guidance and training to new/junior staff.

• Perform other work-related duties as assigned.

Competencies

Professionalism –Has knowledge of processes and procedures related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Has knowledge of general office and administrative support including administrative policies, processes and procedures. Is able to work well with figures, undertake basic research and gather information from standard sources.

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.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of five years of experience in programme or project administration, technical cooperation or related area is required. The minimum number of years is reduced to three for candidates who possess a first-level university degree or higher.

Experience working with an ERP (Enterprise Resources Planning) system is required.

Work experience within the United Nations system or similar international organization is desirable.

Experience in grants and sub grants management is desirable.

Work experience with a talent management system (e.g. Inspira) is desirable.

Experience in SAP/Umoja (travel, requisitioning, budget and grants) is desirable.

Experience providing administrative support to an office of the United Nations common system, or a comparable international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of Amharic is desirable. Knowledge of another United Nations official language is an advantage.

How to Apply

For more information and job application details, see; United Nations Office on Drugs and Crime Programme Assistant Jobs in Ethiopia

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