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Job Vacancies United Nations Office on Drugs and Crime, January 2011
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Job Vacancies United Nations Office on Drugs and Crime
Job Title Programme Assistant, G6
Department/ Office UNITED NATIONS OFFICE ON DRUGS AND CRIME
Duty Station VIENNA
Posting Period 12 January 2011-11 February 2011
Job Opening number 11-PGM-UN OFFICE ON DRUGS AND CRIME-18079-R-VIENNA (O)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
The post is located at the Secretariat to the Governing Bodies Section, Division for Treaty Affairs, UNODC. The incumbent reports directly to the Chief of Secretariat to the Governing Bodies Section, under the overall supervision of the Director of the Division.
Responsibilities
Under the supervision of the Chief, Secretariat to the Governing Bodies Section, and within limits of delegated authority, the incumbent assists in the preparation and substantive servicing of meetings of the Commission on Narcotic Drugs and its subsidiary bodies and the Commission on Crime Prevention and Criminal Justice. In particular, he/she is responsible for the publication of the non-sales publication “Competent National Authorities under the International Drug Control Treaties” (E/F/S) based on evaluation of data contained in Part A of the Annual Reports Questionnaires received from governments and assists in the administrative and logistical tasks related to preparing and servicing meetings of Heads of National Drug Law Enforcement Agencies (HONLEA). Within delegated authority, the incumbent will be responsible for the following duties:
Responsible for the maintenance of the on-line database for the “Competent National Authorities under the International Drug Control Treaties” and its publication (yearly) as a non-sales publication (E/F/S) based on evaluation of data contained in Part I of the annual report questionnaire. received from governments:
Verify whether data received is new, amended or already exists and update as appropriate;
Prepare relevant administrative forms (Silver) for follow-up with the documents control unit on the translation and production of these publications;
Administer the obligations related to those publications by obtaining price quotations, preparing OBMOs and inspecting those at the time of receipt of the invoice;
Audit the contractors’ invoices against the goods and services provided by the contractor and approved by the UN;
Process the payment of contractors’ invoices and monitor payments.
Assist in the preparation and review of financial proposals/requirements:
Assist in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement;
Monitor expenditures and compares with approved budget; prepares adjustments as necessary;
Assist in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures;
Prepare or customizes financial reports from IMIS system generated reports;
Provide support for the management of the SGB web pages, acting as the SGB’s de facto web manager.
Assist in the planning, organizing and servicing of the meetings of the Subcommission and Heads of National Drug Law Enforcement Agencies (HONLEA):
Draft related correspondence for supervisor’s signature and/or approval;
Review responses and counter proposals received from Member States on changes to the draft host agreement and bring them to the attention of the Chief;
Participate in the preliminary meetings with Member States representatives regarding the draft host agreement;
Draft the standard Note Verbale and invitations to Member States and other observers, states and organizations (including NGOs);
Draft agenda, annotations and timetable for each meeting by, inter-alia. consolidating the proposals contained in the reports of the working groups by sub-themes;
Coordinate and register pre-session and in-session documentation, undertake follow-up action and ensure their submission in the proper layout for translation/printing, determine adequate quantities;
Proofread texts submitted by various sections of UNODC and ensure that layout is according to established UN rules;
Liaise with editors, translators and drafters of documents and follow-up in particular as regards meeting deadlines;
Ensure smooth flow of documents, seeing that sufficient quantities are reproduced, initiating reroll, ensure availability of required background documentation;
Liaise with substantive units in order to request from them their contributions;
Identify relevant background documents for use at the meeting;
Make arrangements and follow-up with Documents Control Unit on the timely preparation and reproduction of official meeting documents;
Provide supervisory guidance to local temporary staff (for HONLEA meetings away from Vienna)
Coordinate and follow-up with Conference Service as necessary and allocating conference facilities and meetings rooms by e. g. preparing E-meets requests;
Raise Travel Authorization in IMIS and following up with Travel Unit as necessary.
Assist in the preparation and servicing of meetings of the Commission on Narcotic Drugs (CND) and the Commission on Crime Prevention and Criminal Justice (CCPCJ):
Provide administrative functions by preparing travel authorizations by liaising with travel unit, visa section and finance section and provide back support for the preparation of lists of participants and documentation processing, as required.
Competencies
Professionalism:
Knowledge of internal policies, processes and procedures generally and in particular those related to programme administration and implementation. Knowledge of the Organization’s conference policies, procedures and practices. Ability to research, select, organize and summarize information and assist with data collection using various methods. Ability to identify issues, and participate in the resolution of issues/problems. Ability to apply good judgment in the context of assignments given, plan own work and manage conflicting priorities. 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.
Planning and 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.
Technological awareness:
keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
Education
High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT)
Work Experience
Eight years of progressively responsible experience in conference and/or programme support, including at least 4 in the field of administration, conference servicing, or other related fields. Experience in dealing with policies, procedures and practices for UN conferences desirable.
Languages
Fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Assessment Method
Written assessment and competency-based interview
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
Job Title Programme Assistant, G6
Department/ Office UNITED NATIONS OFFICE ON DRUGS AND CRIME
Duty Station VIENNA
Posting Period 12 January 2011-11 February 2011
Job Opening number 11-PGM-UN OFFICE ON DRUGS AND CRIME-18079-R-VIENNA (O)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
The post is located at the Secretariat to the Governing Bodies Section, Division for Treaty Affairs, UNODC. The incumbent reports directly to the Chief of Secretariat to the Governing Bodies Section, under the overall supervision of the Director of the Division.
Responsibilities
Under the supervision of the Chief, Secretariat to the Governing Bodies Section, and within limits of delegated authority, the incumbent assists in the preparation and substantive servicing of meetings of the Commission on Narcotic Drugs and its subsidiary bodies and the Commission on Crime Prevention and Criminal Justice. In particular, he/she is responsible for the publication of the non-sales publication “Competent National Authorities under the International Drug Control Treaties” (E/F/S) based on evaluation of data contained in Part A of the Annual Reports Questionnaires received from governments and assists in the administrative and logistical tasks related to preparing and servicing meetings of Heads of National Drug Law Enforcement Agencies (HONLEA). Within delegated authority, the incumbent will be responsible for the following duties:
Responsible for the maintenance of the on-line database for the “Competent National Authorities under the International Drug Control Treaties” and its publication (yearly) as a non-sales publication (E/F/S) based on evaluation of data contained in Part I of the annual report questionnaire. received from governments:
Verify whether data received is new, amended or already exists and update as appropriate;
Prepare relevant administrative forms (Silver) for follow-up with the documents control unit on the translation and production of these publications;
Administer the obligations related to those publications by obtaining price quotations, preparing OBMOs and inspecting those at the time of receipt of the invoice;
Audit the contractors’ invoices against the goods and services provided by the contractor and approved by the UN;
Process the payment of contractors’ invoices and monitor payments.
Assist in the preparation and review of financial proposals/requirements:
Assist in the preparation and review of financial and human resource proposals/requirements. Consolidates budget/work programme with respect to Headquarters’ budget, trust funds, grants and procurement;
Monitor expenditures and compares with approved budget; prepares adjustments as necessary;
Assist in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures;
Prepare or customizes financial reports from IMIS system generated reports;
Provide support for the management of the SGB web pages, acting as the SGB’s de facto web manager.
Assist in the planning, organizing and servicing of the meetings of the Subcommission and Heads of National Drug Law Enforcement Agencies (HONLEA):
Draft related correspondence for supervisor’s signature and/or approval;
Review responses and counter proposals received from Member States on changes to the draft host agreement and bring them to the attention of the Chief;
Participate in the preliminary meetings with Member States representatives regarding the draft host agreement;
Draft the standard Note Verbale and invitations to Member States and other observers, states and organizations (including NGOs);
Draft agenda, annotations and timetable for each meeting by, inter-alia. consolidating the proposals contained in the reports of the working groups by sub-themes;
Coordinate and register pre-session and in-session documentation, undertake follow-up action and ensure their submission in the proper layout for translation/printing, determine adequate quantities;
Proofread texts submitted by various sections of UNODC and ensure that layout is according to established UN rules;
Liaise with editors, translators and drafters of documents and follow-up in particular as regards meeting deadlines;
Ensure smooth flow of documents, seeing that sufficient quantities are reproduced, initiating reroll, ensure availability of required background documentation;
Liaise with substantive units in order to request from them their contributions;
Identify relevant background documents for use at the meeting;
Make arrangements and follow-up with Documents Control Unit on the timely preparation and reproduction of official meeting documents;
Provide supervisory guidance to local temporary staff (for HONLEA meetings away from Vienna)
Coordinate and follow-up with Conference Service as necessary and allocating conference facilities and meetings rooms by e. g. preparing E-meets requests;
Raise Travel Authorization in IMIS and following up with Travel Unit as necessary.
Assist in the preparation and servicing of meetings of the Commission on Narcotic Drugs (CND) and the Commission on Crime Prevention and Criminal Justice (CCPCJ):
Provide administrative functions by preparing travel authorizations by liaising with travel unit, visa section and finance section and provide back support for the preparation of lists of participants and documentation processing, as required.
Competencies
Professionalism:
Knowledge of internal policies, processes and procedures generally and in particular those related to programme administration and implementation. Knowledge of the Organization’s conference policies, procedures and practices. Ability to research, select, organize and summarize information and assist with data collection using various methods. Ability to identify issues, and participate in the resolution of issues/problems. Ability to apply good judgment in the context of assignments given, plan own work and manage conflicting priorities. 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.
Planning and 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.
Technological awareness:
keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
Education
High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT)
Work Experience
Eight years of progressively responsible experience in conference and/or programme support, including at least 4 in the field of administration, conference servicing, or other related fields. Experience in dealing with policies, procedures and practices for UN conferences desirable.
Languages
Fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Assessment Method
Written assessment and competency-based interview
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
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