|The Programme Assistant will work under the overall authority of the Regional Representative, under the direct technical guidance of the Head of the Section and in close collaboration with the Section team and the Administrative and Financial Unit as well as the UNODC Prevention, Treatment and Rehabilitation Section in Vienna. The Programme Assistant will be responsible for all administrative and logistical tasks as well as selected substantive assignments in connection with the following projects and beyond as feasible:
- Project n° GLOK32 “Joint UNODC-WHO Programme on Drug Dependence Treatment“ currently active in Benin, Cote d’Ivoire, Senegal, and Togo;
- Project n° GLOJ71 “Treating drug dependence and its health consequences (HIV/AIDS and other blood-borne diseases) / TreatNet“ currently implemented in Cape Verde and in Liberia.
Duties and Responsibilities
|Responsibilities in relation to programmes/projects:
- Manage overall administrative tasks, operations and logistics of the projects and beyond as feasible;
- Ensure financial monitoring of the project funds in the relevant cost centre;
- Provide support to UNODC staff, national and international experts/consultants in the preparation of their missions and for all related administrative and logistic issues (communication, contracts, agenda, visas, hotel reservations, etc.);
- Support substantive and financial project reporting and monitoring processes, including project and budget revision;
- Support the organization of national and regional consultations/ meetings/events in West and Central Africa, including participants’ travel and administrative arrangements, drafting budget estimates, negotiating and securing meeting venues, meeting set-up and meeting documents preparation as well as minutes report drafting and finalization;
- Draft correspondences, project documents and progress reports;
- Organise both in-coming/out-going correspondences, Health Section archives and resource material;
- Participate in the collection and dissemination of drug use trends, services, guidelines, publications and documentation in West and Central Africa;
- Establish and regularly update inventories, mailing list and full contact details of key institutions and resource persons, national and regional stakeholders, including CSOs working on demand reduction in West and Central Africa;
- Hold the Section agenda, arrange appointments, meetings and missions;
- Perform interpretation and translation between English and French; and
- Ensure liaison and follow-up with counterparts (proposals, meetings, events, etc.);
- Performs any other tasks assigned by the supervisor.
ROSEN Drug Prevention and Health Team:
- Proactively maintain the activities/ Ensure the backstopping of the health team while other project staff is on mission or on leave;
- Maintain regular contacts with National Project Officers and Assistants in project offices in beneficiary countries;
- Support to knowledge building and knowledge sharing, to set up networks and communities of practice in the area of drug demand reduction;
- As required, assist in developing budgets for projects and strategies;
- Draft minutes of Steering Committee and project team meetings;
- Archive correspondences and organize country files;
- Assist with French/English interpretation/translation;
- Perform any additional task required by the Health team.
|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;
- Ability to perform a variety of repetitive and routine tasks and duties related to arrangement of meetings, office and vehicle maintenance and general administration work;
- Ability to review data, identify and adjust discrepancies;
- Strong reporting skills;
- Ability to produce accurate and well documented records conforming to the required standard;
- Ability to handle a large volume of work possibly under time constraints;
- Good knowledge of administrative rules and regulations both of UNOV/UNODC and UNDP;
- Strong IT skills;
- Focuses on result for the client and responds positively to feedback;
- Consistently approaches work with energy and a positive, constructive attitude;
- Remains calm, in control even under pressure.
- 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.
- Knowledge of general office and administrative support including administrative policies, processes and procedures in Umoja;
- Knowledge of UNOV/UNODC and UNDP rules and regulation;
- 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;
- Shares knowledge and experience;
- Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills;
- Remains calm in stressful situations.
- Speaks and writes clearly and effectively;
- Listens to others, correctly interprets messages from others and responds appropriately;
- Asks questions to clarify, and exhibits interest in having two-way communication;
- Tailors language, tone, style and format to match audience;
- Demonstrates openness in sharing information and keeping people informed.
- Considering all those to whom services are provided to be “clients” and seeking to see things from clients’ point of view;
- Establishing and maintaining productive partnerships with clients by gaining their trust and respect;
- Identifying clients’ needs and matching them to appropriate solutions;
- Monitoring ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems;
- Keeping clients informed of progress or setbacks in projects;
- Meeting timeline for delivery of products or services to client.
Required Skills and Experience
- Bachelor degree minimum in management, project management, public administration or any relevant areas.
- A minimum of 5 years relevant experience in programme assistance, administration and finance, audit or other substantive areas is required;
- Excellent presentation, written and verbal communication skills (English and French);
- Strong document drafting skills (letters, reports, etc.);
- Organized and structured work habit with an understanding of prioritisation;
- Profound knowledge of bookkeeping and budget development and monitoring;
- Customer service orientation; and
- Ability to integrate and function as a team player in a small unit.
- Practical working experience with U.N. administration and financial management, especially the UMOJA system, would be an asset.
- English and French are the working languages of the United Nations Secretariat.
- For the post advertised an excellent presentation, written and verbal communication skills (English and French) is required.
- Knowledge of local language(s) would be an asset.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.