Programme Management Assistant

Job Overview

Job Opening

Posting Title:Programme Assistant, G6
Job Code Title:Programme Management Assistant
Department/Office:United Nations Office on Drugs and Crime
Duty Station:VIENNA
Posting Period:17 March 2021 – 15 April 2021
Job Opening Number:21-Programme Management-UNODC-151648-R-Vienna (O)
Staffing ExerciseN/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity



Org. Setting and Reporting

The position is located in the Precursors Control Section (PRE), Secretariat of the International Narcotics Control Board (SINCB), Division for Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC), in Vienna, Austria. The Programme Assistant will work under the direct supervision of the Senior Technical Advisor and the overall supervision of the Chief of Section.

For more information on UNODC, please visit our website


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

•Assist in identifying and monitoring substantive aspects of the work of the Section in various countries/regions. Select and evaluate a variety of documents and materials, summarize pertinent material, collect and analyse data and prepare background materials for assessment papers, studies, briefs and reports, such as the INCB Annual Report and INCB Precursors Reports.
•Systematically follow through and retrieve, highlight and compile information from a wide variety of information sources; prepare inputs for electronic databases and cooperate with governmental experts and organizations in the collection of information.
•Attend meetings, follow and support substantive and policy discussions of the Section.
•Draft programme / project summaries, coordinate review and clearance process and coordinate with editorial, translation services, etc., on finalization and publication of reports in multiple languages.
•Provide administrative and financial assistance in support of the planning, management and implementation of activities/processes of the Section’s programme/project initiatives. Assist in the preparation and review of financial and human resource proposals and requirements.
•Assist in the preparation and analysis of programme/project budget proposals; provide assistance in the interpretation of budget guidelines; review and coordinate submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepare reports and ensure that outputs/services are properly categorized.
•Consolidate budget/work programme with respect to Section’s project budget, trust funds, grants and procurement. Assist in the management of grants through UMOJA. Extract and compile various reports through UMOJA. Monitor expenditures and compare with approved budget; and prepare adjustments as necessary.
•Assist project managers in the elaboration of resource requirements for budget submissions.
•Assist in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. Prepare or customize financial reports from UMOJA generated reports. Co-ordinate with Financial Resources Management Service staff on related issues during preparation of budget reports.
•Perform other administrative duties, including related to purchase requisitions, human resource activities (including for non-staff such as meeting participants), and external contractors for outsourced services; perform related processes in UMOJA and Inspira; and coordinate extensively with service units (e.g. regarding travel; physical space planning; office technology needs including IT and organizing and coordinating seminars, conferences, translations, printing, documents distribution).
•Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
•Serve as back-up during absences of other support staff of the section and provide guidance and training to more junior General Service staff.
•Perform other work-related duties as may be required.


•Professionalism: Has knowledge of data collection and maintenance, as well as internal policies, processes and procedures generally and in particular those related to programme/project administration. Is able to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Is able to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Is able to identify, extract, analyse, interpret, format and present data from a wide variety of sources. Is able to identify and resolve a range of issues/problems and to work well with figures. Demonstrates 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; 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.


High school diploma or equivalent.

Work Experience

A minimum of seven years of work experience in administrative services, programme or project administration, finance, accounting, human resources or related area is required.
At least two years of demonstrated work experience in operating an SAP based ERP system is desirable.
Work experience in Umoja is desirable.
Experience in the use of electronic reporting, database, research or communication tools is desirable.
Experience with drug or precursor control matters is desirable.


English and French are the working languages of the United Nations Secretariat. For the post advertised fluency in English is required. Knowledge of another official United Nations language is an advantage.


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

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment. A staff member subject to local recruitment shall not be eligible for the 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.

Other Skills and Requirements

Passing the Global General Service Test (GGST) is a prerequisite 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.

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




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