Org. Setting and Reporting

The position is located in the Programme Office in Uganda (POUGA) with duty station in Kampala, Regional Office for Eastern Africa (ROEA), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The Programme Management Assistant will work under the direct supervision and guidance of the Crime Prevention and Criminal Justice Officer (Violent Extremism in Prisons) in POUGA and work in close coordination and cooperation with colleagues at POUGA and ROEA.

For more information on UNODC, please visit the website: www.unodc.org Responsibilities

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

Administrative support:
• 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.
• Maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
• 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 data entry and extraction functions.
• Maintain files (both paper and electronic) and databases for work unit.
• Perform other work-related duties, as assigned, including supporting any other project activities outside “Strengthening Crime Prevention and Criminal Justice in Uganda”.

Financial support:
• Regularly assist in monitoring budgets and financial expenditures, ensuring compliance with donor rules and regulations, keeping supervisor informed on actions for decision and/or follow up.
• Assist in preparing periodic or ad-hoc financial reports relating to country office and donors to support the office in optimizing the use of programme funds.
• Assist in planning fund utilization according to workplan activities and support the sections in managing funds.
• Support supervisor in the pre-award assessment and due diligence processes before the grant is made to sub-grantee. As member of a team assist supervisor in preparing proposals for submission to donors including technical applications, budgets, budget narratives, work plans and organizational charts.
• Support supervisor with pre-award reviews for implementing partners for qualifying recipients as deemed appropriate in accordance with established UNODC procedures.
• As member of a team monitor and coordinate the administration of post-award grants to ensure that budgeting and administrative policies, procedures, and donor requirements are being followed.
• Track reporting schedules for implementing partners across all grants in collaboration with the UNODC Regional Office, monitor reporting requirements for sub-grantees. Maintain specialized databases and systems for recording and tracking grant reports and related statistical information as well as create and distribute standard financial reporting templates.
• Assist in conducting regular site visits and risks assessments to sub awardees to ensure compliance, follow-up on special award conditions, and provide capacity building support. Review sub awardee documentation including monthly invoices, supporting documentation (timesheets, receipts, etc.) and monthly programme reports.
• Work closely with the programme team to support, monitor, and evaluate grantee performance and provide feedback on grantees’ monthly financial and technical performance as part of the ongoing process to ensure that grants are utilized as per the grant agreement.
• Continuously review sub-grantees’ accounting procedures, and assist in carrying out internal quality assurance.
• Follow up on findings from audits, on-site visits and desk reviews with sub-grantees’ staff.
• Work closely with the sub-contractors Finance team to put in place a consistent- hard copy / electronic filing structure and system for financial information and contracts-related documents.
• Maintain grants tracking tool to ensure payment requests for grants deliverables submitted are correctly paid.
• Support the grant close-out processes for both subcontracts and in-kind grants

Human Resource support:
• 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 other work-related duties as assigned. Competencies

PROFESSIONALISM: Has knowledge of, and ability to apply financial rules, regulations, and procedures in the UN environment. Has ability to maintain accurate records, review and interpret a wide variety of data. Has ability to identify and resolve data discrepancies and operational problems. Has ability to perform analysis, modeling 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. 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 five (5) years of experience in programme support, finance, budget, administrative services, or related area is required.

Work experience with an ERP (Enterprise Resources Planning) system is required.

Work experience within the UN System or similar international organization including administrative support is desirable.

Work experience in grants and sub grants management in the region is desirable.

Work experience in SAP (System, Applications & Products)/Umoja 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 another United Nations official language is an advantage. Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview. Special Notice

This position is temporarily available until 31st March 2024. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as \"retirement.\" Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

This vacancy is archived.

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