Org. Setting and ReportingThis position is located in the Office of the Director, Division for Management (DM), United Nations Office at Vienna (UNOV) / United Nations Office on Drugs and Crime (UNODC), Vienna, Austria. The Administrative Officer/Special Assistant will report to the Director, DM. The incumbent will coordinate the various services within the division for presentations, briefing note/talking points, reform and efficiency initiatives (UN80), innovation projects, budgets/funding and work programme. For more information on UNOV or UNODC, please visit the websites: www.unov.org and www.unodc.org ResponsibilitiesWithin delegated authority, the Programme Officer, working with the Director and Service Chiefs, will be responsible for the following specific duties: • Coordinate closely with relevant teams in and outside the division/coordinating with other UN secretariat entities to prepare written reports, outputs such as background papers, briefing notes/talking points, etc. Provide substantive backstopping to meetings, conferences, providing agenda topics, preparation of documents, presentations and background materials. Ensure quality assurance and review of materials produced by team. • Monitor and coordinate programmes/projects/tasks across the division; monitors and analyzes programme/project development and implementation; reviews relevant documents and reports; identifies problems and issues to be addressed and initiates corrective actions; liaises with relevant parties; ensures follow-up actions. • Assist in developing and follow up on departmental strategy, including reforms required, with client feedback and input and monitoring the implementation. • Monitor, coordinate and track reform related initiatives coordinating with the entire department on areas such as UN80, key management dashboards, department client survey and client board, governance mechanisms, and other innovations. • Monitor and coordinate the preparation and implementation of the work program and budget to ensure compatibility with work priorities and objectives, taking into account the most effective use of resources. • Research, analyze and present information gathered from diverse sources; collect and analyse data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting. • Ensure compliance of the Division with UN rules, regulations and policies, implementation of strategies, establishment of management targets and monitoring of achievements of results. • Ensure knowledge sharing of lessons learnt/best practices, and sound contributions to knowledge networks and communities of practice, and organization of the operations staff trainings. • Coordinate activities and review budget funding (programme/project preparation and submissions, progress reports, financial statements, etc.) and prepare related documents/reports (pledging, work programme, programme budget, etc.) • Provide monitoring and analysis of the Division, timely readjustment of priorities, advice on legal considerations and risk assessment. • Facilitate meetings within the division such as divisional retreats, weekly meetings, townhalls • Perform other work-related duties and/or assignments as required. Competencies• Professionalism: Has good knowledge of administrative, budgetary, financial, asset and human resources management policies, practices and procedures including information and communication technology needs. Is able to recommend new and improved methods and systems for accomplishing work assignments and to keep abreast of new developments in the assigned area of work. Is able to apply various United Nations administrative rules and regulations in work situations. Has analytical and evaluative skills and is able to identify issues, formulate opinions, make conclusions and recommendations. Demonstrates comprehensive knowledge of information technology and its application in work assignments. Is able to look for ways to continuously enhance financial performance in the office. Has ability to analyze and interpret data in support of decision-making and convey resulting information to management. Shows pride in work and in achievements; demonstrates professional competency 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. • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs which one has responsibility within prescribed time, cost and equality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. • Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients ‘point of view; establishes and maintains productive partnership with clients by gaining their trust and respect; identifies clients ´needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients ´environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services clients. EducationAn advanced university degree (Master’s degree or equivalent) in public or business administration, accounting, finance, economics or similar relevant field is required. A first-level university degree in similar fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. Job - Specific QualificationNot available. Work ExperienceA minimum of seven years of progressively responsible professional work experience at international level in providing support to senior leaders in office coordination, advisory functions and operational processes is required. Demonstrated work experience supporting clients and stakeholders in coordination and programme management is required. Work experience coordinating large teams and managing cross-cutting initiatives in an international setting is required. Proven work experience evidencing expert-level skills in the practical use of Microsoft Office applications, particularly PowerPoint and Excel, is required. Work experience with the policies, procedures, and operational frameworks of the United Nations or a similar international organization (e.g. HR, finance, programme management) is desirable. Relevant experience addressing complex organizational issues or implementing change management processes in international organizations is desirable. Work experience with SAP/Umoja or Inspira is desirable. Work experience with the United Nations or another large international organization is desirable. Work experience with multiple United Nations organizations is desirable. Experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is 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).
This vacancy is archived.