Programme Assistant

Job Advertisement

Position Title: Programme Assistant
Location: Nairobi
Country: Kenya
Deadline Date: Not specified

Job Details

Job Posting Organization:
The position is located in the UNODC GPCAE Office for Eastern Africa (ROEA), which is part of the Division for Operations (DO) of the United Nations Office on Drugs and Crime (UNODC). The UNODC was established to assist member states in their efforts to combat drugs and crime, and it operates in various countries around the world. The GPCAE specifically focuses on border management and wildlife protection in Eastern Africa. The organization aims to promote international cooperation and provide technical assistance to enhance the capacity of countries in the region to address these issues effectively. The UNODC employs a diverse workforce and operates in numerous countries, working towards the mission of fostering a safer and healthier world by addressing the challenges posed by drugs and crime.

Job Overview:
The Programme Assistant will play a crucial role in supporting the administrative coordination of programme and project implementation activities within the UNODC GPCAE Office. This position involves monitoring and evaluating various programmes/projects, ensuring that they are executed efficiently and effectively. The incumbent will be responsible for categorizing, updating, tracking, and analyzing data related to these initiatives, which includes maintaining accounting records and assessing resource utilization. The Programme Assistant will also assist in preparing budget estimates, reporting on financial matters, and ensuring that all necessary approvals are obtained for expenditures. This role requires collaboration with programme/project managers to ensure accurate performance reporting and adherence to reporting guidelines. The Programme Assistant will draft summaries and coordinate the review process for programme/project documentation, ensuring that all reports are finalized and published in multiple languages. Additionally, the incumbent will assist in the implementation of various administrative actions related to project execution, including recruitment, travel arrangements, and procurement. The position also involves maintaining internal databases, generating reports, and providing guidance to junior staff, making it a multifaceted role that requires strong organizational and communication skills.

Duties and Responsibilities:
The Programme Assistant will be responsible for a wide range of duties, including:

• Serving as the focal point for administrative coordination of programme/project implementation activities, including monitoring and evaluation.
• Categorizing, updating, tracking, and analyzing data related to programmes/projects, including accounting records and resource utilization.
• Conducting periodic status reviews, identifying issues, and initiating follow-up actions.
• Assisting in the preparation of revised budget estimates and reporting on budget revisions and expenditures.
• Ensuring necessary approvals and entries in the computerized budget system.
• Initiating financial authorizations for expenditures.
• Researching, compiling, analyzing, summarizing, and presenting information/data on specific programmes/projects.
• Collaborating with programme/project managers on performance reporting and liaising with relevant parties on planning instruments.
• Drafting programme/project summaries and coordinating the review and clearance process. 1
• Preparing and maintaining electronic and paper files and internal databases. 1
• Designing and generating periodic and ad hoc reports, statistical tables, and other materials. 1
• Assisting with data collection and analysis for presentations and reports. 1
• Drafting correspondence related to programme/project administration. 1
• Providing guidance and training to new/junior staff. 1
• Performing other work-related duties as assigned.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. Additionally, a minimum of seven years of experience in programme or project implementation, administration, technical cooperation, or a related area is required. For candidates with a first-level university degree or higher, the minimum years of relevant experience is reduced to five. Experience with an Enterprise Resource Planning (ERP) system is mandatory, and familiarity with SAP/Umoja is desirable. Experience working with the United Nations system or other international organizations in the area of combating international crime is also advantageous.

Educational Background:
The educational requirement for this position is a high school diploma or equivalent. However, candidates with a first-level university degree or higher will have a reduced experience requirement, indicating that higher education is valued and may enhance a candidate's eligibility for the role.

Experience:
The position requires a minimum of seven years of relevant experience in programme or project implementation, administration, technical cooperation, or a related area. This requirement is reduced to five years for candidates who hold a first-level university degree or higher. Experience with an Enterprise Resource Planning (ERP) system is essential, and familiarity with SAP/Umoja is considered a plus. Additionally, experience within the United Nations system or other international organizations focused on fighting international crime is desirable, indicating that candidates with such backgrounds may have an advantage in the selection process.

Languages:
Fluency in English is required for this position, as it is one of the working languages of the United Nations Secretariat. Knowledge of another United Nations official language, such as French, is considered an advantage, which may enhance a candidate's competitiveness for the role.

Additional Notes:
This is a project post, and the filling of this position is subject to funding availability. The initial appointment will be for a period of one year, with the possibility of extension based on the continuation of the mandate and/or availability of funds. The position is subject to local recruitment, meaning that candidates must be authorized to work in Kenya. Staff members recruited locally are not eligible for allowances or benefits that are exclusive to international recruitment. The United Nations emphasizes the importance of diversity and inclusion in its workforce and is committed to creating a respectful environment for all employees. Reasonable accommodations may be provided for applicants with disabilities to support their participation in the recruitment process.