Responsibilities
The incumbent will assist the Programme Management Officer with day to
day administrative support to programme activities related to countering
Transnational Organized Crime and terrorism in Eastern Africa. Within assigned
authority, the incumbent will be responsible for the following specific duties:
- Assist in the coordination of
programme/project planning and preparation work for, typically, a
medium-size and complex component of the departmental programme/project
initiatives; monitor status of programme/project proposals and receipt of
relevant documentation for review and approval. Compile, summarize,
and present basic information/data on specific programmes/project and
related topics or issues. Review project documents, especially cost
plans/budgets, for completeness and compliance with relevant rules and
procedures prior to submission for final approval and signature; identify
inconsistencies; distribute project documents to relevant parties upon
approval. Review budget revisions; verify availability of funds;
ensure necessary approval and entry in computerized budget system.
Serve as focal point for administrative coordination of
programme/project implementation activities, involving extensive liaison
with diverse organizational units to initiate requests, obtain necessary
clearances, process and follow-up on administrative actions in particular
in the area of human resources, travel and budget/finance. Compile,
summarize and enter data on project delivery; draft related status
reports, identifying shortfalls in delivery, budget overruns, etc., and
bring to the attention of management.
Draft correspondence on budget-related issues and prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc. Provide general office assistance; respond to complex information requests and inquiries; review, log and route incoming correspondence; set up and maintain files/records; organize meetings, workshops; handle routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc. 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. Provide guidance/training to new/junior staff. Generate a variety of standard statistical and other reports, work orders, etc., using various databases including SAP/Umoja and IPMR. Perform other work-related duties as assigned.
Competencies
- Professionalism – Has knowledge of general
office and administrative support including administrative policies,
processes and procedures. Has knowledge of processes and procedures
related to programme/project administration, implementation and
evaluation, technical cooperation, programming and budgeting. Is able to
work well with figures, undertake basic research and gather information
from standard sources. Has demonstrated ability to apply good
judgment in the context of assignments given. Has ability to perform
analysis, modelling, 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. 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.
Education
- High school diploma or equivalent
is required.
Work
Experience
- A minimum of five years of
experience in programme or project administration, technical cooperation
or related area is required. The minimum number of years of relevant
experience is reduced to three for candidates who possess a first-level
university degree or higher Work experience with an
Enterprise Resource Planning (ERP) system is required.
Experience with SAP/Umoja (travel and requisitioning, budget) is
desirable. Experience in working with a talent management
system (e.g. Inspira) is desirable. Work experience within
the United Nations system or similar international organization is
desirable.
How To Apply