Team Assistant (Temporary), G4 at United Nations Office on Drugs and Crime (UNODC)

Responsibilities

• The incumbent will assist in project management in relation to the Programme for Legal Empowerment and Aid Delivery in Kenya (PLEAD II). Within assigned authority, the Team Assistant will be responsible for the following specific duties:
• As member of a team assist in the coordination of programme/project planning and preparation work for the components of the Programme for Legal Empowerment and Aid Delivery in Kenya Phase II (PLEAD II).
• Compile, summarize, and presents basic information/data on specific programmes/project and related topics or issues.
• Assist in organizing workshops, including the procurement of services, facilitating travel arrangements for participants and consultants, etc.
• Assist the recruitment of consultants and contractors.
• Assist senior colleagues in reviewing 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.
• Assist senior colleagues in reviewing budget revisions in preparation of final approval; assist in verifying availability of funds; ensure necessary approval and entry in computerized budget system.
• As member of a team provide assistance in administrative coordination of programme/project implementation activities, involving 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.
• Draft routine correspondence on budget-related issues and prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Provide general office assistance; respond to general and medium complex information requests and inquiries; review, log and route incoming correspondence; set up and maintain files/records; organize meetings, workshops; handle routine administrative tasks, such as maintaining attendance records, assessing telephone billing, 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.
• Perform other work-related duties as assigned.

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.
• 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.

Job - Specific Qualification

• 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.

Work Experience

• A minimum of three years of progressively responsible experience in programme or project administration and management, and general office support or related area is required.
• The minimum of relevant experience is reduced to one for candidates who possess a first-level university degree or higher.
• Experience using word processing, spreadsheets and relevant software packages is required.
• Experience in accounting, finance, administration or related area is required.
• Work experience with organizing workshops and trainings is required.
• Experience in using Enterprise Resource Planning (ERP) systems is required.
• Work experience with ERP applications (such as Umoja or other SAP applications) is desirable.
• Working experience with the United Nations or other international organization is desirable.

Languages

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