Background

The United Nations Office on Drugs and Crime is the lead UN agency in the fight against illicit drugs, crime, corruption and terrorism in virtue of the UN Conventions and Universal Instruments in this regard. UNODC’s mission is to contribute to global peace and security, human rights and development, by making the world safer from drugs, crime, corruption and terrorism. The UNODC Programme Office for Ukraine (UNODC POU) is located in Kyiv, Ukraine. UNODC is a member of the UN Country Team and builds on its ongoing presence in Ukraine to support the Government of Ukraine’s response to the economic and social impact of the war in Ukraine. UNODC is delivering various technical assistance programmes in Ukraine; specifically, programmes run by UNODC-UNOV HIV/Treatment sections in Ukraine, and Firearms programme under the following components: (1) a comprehensive response to the drug problem (drugs and health); (2) HIV prevention and harm reduction in criminal systems and prisons; 3) Firearms programme control. In addition, specific activities are the subject of the UNODC POU work and will be included in the expected workflow as well. Under the guidance and supervision of the Head of the Office, and in close coordination with technical programme teams, the Administrative Associate provides support to the operations of the programme by performing a variety of standard administrative processes, ensuring high quality and accuracy of work. The Administrative Associate promotes a client, quality and results-oriented approach. The Administrative Associate works in close collaboration with the Operations, Programme and projects staff in the UNODC POU and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions: 

The Administrative Associate will be responsible for the following key functions, within the assigned authority:
•Assist in support of planning and implementation of activities/financial, procurement and administrative processes within UNODC POU programmes, and related activities;
•Pro-actively contribute to day-to-day programme implementation and ensure conformity to expected results and programme work plans;
•Support the coordination of work with the national counterparts from the public sector, private sector and academic institutions to facilitate the development, implementation and evaluation of the UNODC POU programmes;
•Monitor and analyze specific aspects of programme development and implementation; review relevant documents and reports; identify problems and issues to be addressed and recommend corrective actions; liaise with relevant parties; identify and track follow-up actions.
•Assist in performing various assignments, in collaboration with the national counterparts, by planning and facilitating workshops, trainings, peer-to-peer exchanges etc.
•Contribute to the preparation of various written outputs, e.g. draft background papers, sections of reports and studies, and inputs to publications.
•Serve as a focal point for administrative coordination, involving extensive liaison with diverse organizational units to initiate requests, process and follow up on administrative actions, e.g. recruitment and appointment of personnel, including hiring of consultants, travel arrangements, training/study tours, authorization of payments, and procurement of equipment and services;
•Assist in maintaining the contractor’s reports against the goods and services provided vs approved; proceeding with payments of the invoices and monitoring the payments;
•Compile basic data from a variety of sources (including UMOJA), summarizing and presenting conclusions for review by the responsible programme officers;
•Draft a variety of correspondence and other communications for signature/approval related to all aspects of programme implementation;
•Ensure compliance with procedures frameworks, including by learning and applying UN/UNDP’s rules, regulations, policies and strategies, the internal standard operating procedures;
•Assist in the preparation and analysis of programme/programme budget proposals;
•Assist in the monitoring and evaluation of the programme; categorize, update and track data related to programmes/projects, e.g. accounting records, outputs, resources utilized etc.; carry out periodic status reviews, identify issues and initiate requisite follow-up actions; assist with the preparation of revised budget estimates and reports; initiate financial authorizations as necessary;
•Organize and coordinate preparatory meetings with relevant offices and delegations regarding procedural and organizational arrangements for the sessions of assigned meetings/conferences;
•Perform other work-related duties as assigned.

Work implies frequent interaction with the following:
Programme Managers associated with assigned programmes/projects; Staff in coordinating units across the institution (e.g. Administration/Finance/Budget, Procurement, Documents Control, Conference Services, etc.); Counterparts, officers and technical staff of UNODC units and field offices, representatives and officials of national governments, private sector actors, other relevant UN Secretariat departments and offices, specialized agencies, funds and programmes; International organizations, inter-governmental and non-governmental organizations, experts, as well as consultants.

Results Expected:
Provides reliable administrative coordination of programme/project planning and preparation activities. Processes work and requisite follow-up accomplished under some supervision seeks advice from and/or reporting to supervisor as needed. Accurately prepares reports. Consistently applies appropriate policies, guidelines and procedures. Effectively and on time, liaises and interacts with colleagues and concerned parties internally and externally.

 

Competencies

Functional Competencies:
•Professionalism: Has knowledge and understanding of theories, concepts and approaches relevant to administration, programme/project management, criminal justice and/or related fields. Has knowledge of the mandates of UNODC. Has knowledge of and specialization in substantive and functional areas with very good research and analytical skills. Is able to identify and contribute to the solution of problems/issues. Has knowledge of various research methodologies and sources, including electronic sources on the internet, intranet and other databases. Is able to apply judgement in the context of assignments given, plan own work and manage conflicting priorities. 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.
 

Core Competencies:
•Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
•Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicitsinput 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 appropriateamount of time and resources for completing work; foresees risks and allows for contingencieswhen planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
•Accountability: Takes ownership of all responsibilities and honours commitments; deliversoutputs for which one has responsibility within the prescribed time, cost and quality standards;operates in compliance with organizational regulations and rules; supports subordinates,provides oversight and takes responsibility for delegated assignments; takes personalresponsibility for his/her own shortcomings and those of the work unit, where applicable.
•Creativity: Actively seeks to improve programmes or services; offers new and differentoptions to solve problems or meet client needs; promotes and persuades others to considernew ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes aninterest in new ideas and new ways of doing things; is not bound by current thinking ortraditional approaches.
•Client Orientation: Considers all those to whom services are provided to be “clients” andseeks to see things from clients’ point of view; establishes and maintains productivepartnerships with clients by gaining their trust and respect; identifies clients’ needs and matchesthem to appropriate solutions; monitors ongoing developments inside and outside the clients’environment to keep informed and anticipate problems; keeps clients informed of progress orsetbacks in programmes; meets timeline for delivery of products or services to client.
•Commitment to Continuous Learning: Keeps abreast of new developments in ownoccupation/profession; actively seeks to develop oneself professionally and personally;contributes to the learning of colleagues and subordinates; shows willingness to learn fromothers; seeks feedback to learn and improve.
•Technological Awareness: Keeps abreast of available technology; understands applicabilityand limitation of technology to the work of the office; actively seeks to apply technology toappropriate tasks; shows willingness to learn new technology.

 

Required Skills and Experience

Education:

• A Bachelor’s degree in Public Administration, Management, Law,
  Economics, Human Resources, Finance, Accounting, Linguistics,
  Social Sciences or any related area, is required

Experience:

• A minimum of 5 years of experience with a Bachelor`s degree in administration, programme and/or operations support service or related field is required
• Experience in contract administration, recruitment, financial management, and budget monitoring is desirable;
• Work experience in the United Nations system or in international/ EU organizations/agencies is desirable.
• Experience with SAP-based applications is desirable.
• Confident PC and office software packages (MS Word, Excel,etc.) user.

Language Requirements: For the post advertised, fluency in English and Ukrainian is required.

 

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