Job Opening

Posting Title: Programme Assistant (Global Firearms Programme), G6
Job Code Title: Programme Management Assistant
Department/Office: United Nations Office on Drugs and Crime
Duty Station: VIENNA
Posting Period: 10 April 2019 - 09 May 2019
Job Opening Number: 19-Programme Management-UNODC-115192-R-Vienna (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Sorry, this job opening is no longer available.

Org. Setting and Reporting

This position is located in the Implementation Support Section of the Organized Crime and Illicit Trafficking Branch, Division for Treaty Affairs (ISS/OCB/DTA) of the United Nations Office on Drugs and Crime. The incumbent will report directly to the Head of the Global Firearms Programme and work under the overall supervision of the Chief of Section.

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Within assigned authority, the Programme Assistant (Global Firearms Programme) will provide administrative support to the activities and initiatives carried out by the Global Firearms Programme (GFP) and its various project segments, aimed at promoting the ratification and implementation of the Protocol Against the Illicit Manufacturing of and Trafficking in Firearms, their Parts and Components, and Ammunition (Firearms Protocol) supplementing the United Nations Convention Against Transnational Organized Crime (Organized Crime Convention). The incumbent will be responsible for supporting the implementation of activities established under specific sub-projects and grants of the Programme, and will also provide overall support to the Programme implementation including general administrative and logistic support, procurement, grants and in the overall financial and budget monitoring of the Programme. The incumbent will be responsible for the following duties:

• Provide assistance in support of planning, monitoring and implementation of activities and initiatives of the Global Firearms Programme and its sub-projects. Assist in the preparation and monitoring of the Programme’s workplan and activities, including monitoring of deadlines for reporting requirements and inputs. Research, compile, analyse, summarize, and present information/data on specific programmes/project delivery, research information and related topics; draft summaries, prepare periodic reports, briefing notes, statistical summaries, etc..

• Assist in the coordination of programme/project planning and preparation; review and coordinate submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities and propose adjustments as necessary; prepare reports and ensure that outputs/services are properly categorized; carry out periodic status reviews; identify issues and initiate requisite follow-up actions; prepare revised budget estimates; report on budget revisions, expenditures and obligations, verify availability of funds; ensure necessary approval and entry in computerized budget system; prepare reports and ensure that outputs/services are properly reflected; prepare revised budget estimates, initiate financial authorizations for expenditures.

• Monitor expenditures and compare with approved budget; prepare adjustments as necessary. Prepare and monitor the implementation of different grants in HQ and field office cost centres under the Global Firearms Programme. Assist in the preparation of budget performance reports, analysing variances between approved budgets and actual expenditures.

• Collaborate with programme/project managers on performance reporting, including support to the revision of substantive and financial reports; liaise with relevant parties on the interpretation of the activities/services scheduled and various planning instruments such as the medium-term plan and internal work plans; provide assistance on reporting requirements, guidelines, rules and procedures and ensure completeness and accuracy of data submitted. Serve 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..

• Provide administrative and logistic support to needs assessment missions and other travel of project staff and consultants; coordinate official meetings, mission agendas and travel plans; provide administrative and coordination support to national and regional seminars, training activities, workshops and expert group meetings in different countries and regions;

• Assist in the elaboration of training materials, technical documents; presentation materials using appropriate technology/software; handle arrangement for printing and translation as necessary; coordinate shipment arrangements, courier services, etc..

• Assist in the preparation of sub-contracts and procurement contracts; check and verify invoices, process and monitor payments of contractors; review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds; follow up and liaise with relevant units to ensure smooth and timely processing of procurement and grants applications.

• Draft correspondence and communication related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepare unit contributions for a variety of periodic reports. Compile, summarize and enter data on project delivery, research information, draft summaries, prepare periodic reports, briefing notes, statistical summaries, presentations etc..

• Prepare, maintain and update files (electronic and paper) and internal databases; design and generate a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews; assist in the collection and maintenance of databases and statistical and qualitative information and data on firearms and their routes, trends and patterns from Member States through the Illicit Arms Flows Questionnaire, and assist in the research, collection and analysis and in the elaboration of related analytical products on firearms trafficking in target countries or regions; assist in the maintenance of related excel databases.

• Facilitate the organization and substantive servicing of the Conference of Parties to the Organized Crime Convention and its open-ended governmental Working Group on Firearms, as well as other expert group meetings, seminars and conference; arrange for all administrative steps and processes, including logistic support, support travel arrangements of participants, procurement of services inter alia.

• Provide guidance and training to new/junior staff.

• Perform other work-related duties as assigned.


• Professionalism: Has knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, human resource, travel, technical cooperation, programming and budgeting. Understands the functions and organization of the work unit and of the organizational structure and respective roles of related units. Is able to work well with figures, undertake basic research and gather information from standard sources. 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. 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.


High school diploma or equivalent.

Work Experience

A minimum of seven years of progressively responsible experience in programme or project administration or technical cooperation is required. At least three years of relevant experience in an international organization or within the United Nations System is required. Proven IT literacy, including experience with Excel or a similar spreadsheet application, is required. Experience in financial analysis and budget monitoring is required. A good working knowledge of an Enterprise Resource Planning (ERP) application, such as SAP-based applications is required. Experience in working with SAP/Umoja, in particular Umoja grants and management, financial, travel, procurement, or similar business process systems is highly desirable. Experience in the administration of larger global or transregional projects is highly desirable. Experience in the administration of EU funded projects is highly desirable.


English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Working knowledge (confident written and oral command) of at least one additional official United Nations language (preferably French and/or Spanish) is highly desirable. Knowledge of another official United Nations language is an additional 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. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Other Skills and Requirements

Passing the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY or the Global General Service Test (GGST) is a requirement for recruitment consideration in the General Service category in the United Nations Secretariat.

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.

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.

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


Sorry, this job opening is no longer available.
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