Programme Assistant Vacancy Announcement: United Nations Office on Drugs and Crime (UNODC)

Job Title: Programme Assistant

Level: SB3

Reporting to: Programme Coordinator- Counter Piracy Project

I. Organizational Context and Position Information

The European Commission/United Nations Office on Drugs and Crime Programme ‘Support To The Trial And Related Treatment Of Piracy Suspects’ aims to develop the capacity of Kenya and other countries in the region to prosecute pirates arrested by their own law enforcement authorities or transferred from the authorities of other states.

The project is a response to the increase in piracy incidents in the Horn of Africa and off the coast of East Africa and the significant number of pirates now in custody in Kenya and Seychelles.

UN Security Council (SC) Resolution 1816 (2008) allows foreign ships to take actions within the territorial waters of Somalia to repress piracy and armed robbery against ships, in a manner consistent with such action permitted on the high seas with respect to piracy under relevant international law.

This Resolution and those that have followed it including UNSCR 1851 which calls on UNODC to assist with regional prosecutions work in conjunction with long established powers under both the Law of the Sea Convention and customary international law.

They have led to a significant number of arrests of suspected pirates by both coastal states in the region and by warships from states beyond the region, notably the EU. For legal, logistical and cultural reasons the preference of most states is for suspected pirates to be tried in the region and the EC/UNODC programme aims to improve the capacity of states that are willing and able to prosecute to do so.

Under the guidance and direct supervision of the Programme Coordinator the incumbent assists in the effective and efficient management of the project through a range of actions contributing to the design, planning, management and monitoring of project activities. The Programme Assistant applies and promotes the principles of results-based management (RBM), as well as a client-oriented approach consistent with
UNODC rules and regulations.

The Programme Assistant works in close collaboration with the Programme, Operations, Communications and other project teams in the Regional Office (ROEA) for effective achievement of results, anticipating and contributing to resolving complex programme/project-related issues and information delivery.

The incumbent is expected to exercise full compliance with UNODC programming, financial, procurement and administrative rules, regulations, policies and strategies.

II. Functions/Key Results Expected

Objectives: To provide support and assistance in various aspects of the project administrative and financial management.

Key Activities:

Administrative management

• Assist in the day-to-day project implementation and ensure conformity to expected results and project work-plans;
• Provide support to international consultants in the implementation of their tasks for the achievement of project results (communication, contracts, agenda, visas, hotel reservations, etc);
• Maintain records on all project personnel/national consultants and their respective status (contracts, ToRs,time and attendance – if appropriate, etc.) in accordance with accepted policies and procedures;
• Prepare and issue contracts;
• Make pertinent logistical arrangements for the prompt and effective implementation of the programme activities;
• Draft minutes of project related meetings;
• Assume overall responsibility for administrative matters of a more general nature, such as registry and maintenance of project files and records;
• Arrange external and internal meetings

Financial management

• Prepare requests for advance of funds and/or direct payments;
• Monitor budget expenditures and maintain a proper record of approved project budgets and their revisions;
• Prepare proposals for budget revisions;
• Prepare and submit expenditure and programme budget status reports;
• Respond to queries from the Government and UNODC HQ with respect to financial aspects of the projects, liaise with UNODC -appointed and external auditors wherever required;
• Prepare recurring reports as scheduled and special reports as required for budget preparations and audit;
• Advise and assist international advisors and national consultants on all aspects of allowances, travel claims and other financial matters and calculate payments due for claims and services;
• Undertake other financial and administrative tasks on an ad hoc basis.

Procurement

In accordance with the Work Plan arrange for procurement of equipment, supplies and services;

• Arrange for equipment maintenance and insurance as required;
• Ensure that contractual processes follow the stipulated UNODC procedures;
• Physically clear and ensure delivery of equipment and supplies procured for the various programme sites;
• Maintain an equipment and spare inventory including verification and transfer when required.
• Other duties as assigned.

III. Competencies

Corporate Competencies:

• Demonstrates commitment to UNODC mission, vision and values.
• Exerts strict adherence to corporate rules, regulations and procedures.
  
• Familiarity with the internal control framework and results-based management tools is a must.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Knowledge Management and Learning

• Shares knowledge and experience.
• Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

• Ability to perform a variety of specialized tasks related to Results-Based Management, including support to design, planning and project implementation and reporting.
• Ability to establish and maintain contacts with operational-level officials of the host government required.
• Excellent interpersonal skills are essential part of the job.

III. Terms

This is an appointment that is governed under UNDP Service Contract Regulations and is a one-year contract and does not carry any expectation of renewal. An attractive remuneration package will be offered.

IV. Recruitment Qualifications

Education: Secondary Education with specialized certification in Accounting and Finance. University Degree in Business, economics, finance, accounting, law, public administration or other related field desirable, but not a requirement.

Experience:

• At least three years of experience in administrative work, accounting/finance, economics, or other substantive area is required.
• At least two years of previous experience in development assistance or related work for UN agencies, a donor organization, consulting company, or NGO is a very strong advantage.
• Experience in the usage of computers and office software packages (MS-Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling web-based management systems.

V. Application Procedures:

Interested and qualified persons may apply enclosing a detailed Curriculum Vitae together with the current contacts of three professional referees. Internal candidates should submit an updated United Nations Personal History Form (P.11) and their two most recent performance appraisals. Applications should be sent to the following email address – fo.kenya @ unodc.org on or before 15 June, 2009

Kindly quote the vacancy number (No. UNODC/XAMT72/ADM/2009-06-001) on the subject line of the email message.

VI. Additional Considerations

• Applications received after the deadline will not be considered.
• Only short listed candidates will be contacted.
• UNODC will only consider applications from nationals of Kenya.

“UNODC is an equal opportunity employer which strives to achieve overall balance in its staffing patterns”.