Org. Setting and ReportingThis position is located in the Programme Office of the United Nations Office of Counter-Terrorism (UNOCT) in Baghdad, Iraq. UNOCT leads and coordinates the UN system-wide effort to support Member States in preventing and countering terrorism. The Baghdad Programme Office works in close partnership with the Government of Iraq to provide tailored capacity-building support across the pillars of the UN Global Counter-Terrorism Strategy. The Programme Assistant reports directly to the Head of the UNOCT Programme Office and is responsible for providing a comprehensive range of administrative, financial and human resources support. The incumbent serves as a central point of coordination, ensuring the smooth and efficient functioning of the office and managing sensitive information with the highest degree of discretion ResponsibilitiesWithin limits of delegated authority and depending on location, the Programme Assistant will be responsible for the following duties: • Provides assistance in support of planning and implementation activities/processes for the Programme Office in Baghdad; • Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics; • Assists in the coordination of programme/project planning and preparation; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval; • Assists in the preparation and analysis of programme/project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized; • Assists in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures; • Collaborates with programme/project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled in the PB and various planning instruments such as the medium-term plan and internal work plans; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted; • Drafts programme/project summaries, coordinates review and clearance process, and coordinates with editor, translation services, etc. on finalization and publication of report multiple languages; • Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc; • Prepares, maintains and updates files (electronic and paper) and internal databases; organizes and maintain the SharePoint; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews; • Drafts correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports; • Organizes and provides logistical support for conferences, workshops and official events and meetings. • Identifies office technology needs, and coordinates maintenance of equipment, software, systems and other related logistical needs and requirements. • Assists in the elaboration of resource requirements for budget submissions and in the preparation of budget performance reports, analysing variances between approved budgets and actual expenditures. • Prepares or customizes financial reports from Umoja-generated reports; gathers and consolidates data for financial planning. • Processes financial transactions, including initiating Shopping Carts for goods and services, raising Fund Commitments, and processing payments to vendors and individual contractors, ensuring correctness of Umoja budget codes. • Provides guidance and training to new/junior staff. • Performs other duties as assigned. Competencies• Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. 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. • 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of seven years of experience in programme or project administration, technical cooperation or related area is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher. Experience with administrative policies and procedures in international organisations is desirable. Experience assisting programmes or projects, including the coordination of high-level events and workshops, is desirable. Experience working with Enterprise Resource Planning (ERP) platforms is required. Experience servicing meetings and conferences is desirable. Experience with Umoja finance suite or related software is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, Arabic and English are required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).