Programme Assistant (Temporary), Port-au-Prince, Haiti

## Programme Assistant (Temporary), Port-au-Prince, Haiti - Organization:UNODC - Office on Drugs and Crime - Office:United Nations Office on Drugs and Crime in Port-au-Prince Organizational Setting and Reporting This position is located in Port-au-Prince, at the Programme Office in Haiti (POHTI), operating under the Regional Office for Central America and the Caribbean (ROPAN), United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the overall guidance of the UNODC Representative of ROPAN and the direct supervision of the UNODC Anti-Corruption and Anti-Money Laundering and Counter-Terrorism Financing (AML/CFT) advisors for the project. S/he will also receive guidance from UNODC headquarters, Vienna, Austria and from UNODC Anti-Corruption Hub in Mexico. For more information on UNODC, please visit the website at www.unodc.org Within assigned authority and for the implementation of the project on "Strengthening the Haitian capacity to investigate, prosecute and adjudicate cases of corruption and economic crimes, money laundering and associated predicate offences and improving information sharing with international investigators on transnational organized crime in Haiti", the incumbent will be responsible for the following specific tasks: - Perform, coordinate, and follow-up on administrative tasks necessary for the management and functioning of the Front Office. - Respond or draft responses to routine correspondence and other communications. - Perform general administrative tasks (e.g. arrangements for meetings and other events, reservations) and prepare and/or process administrative requests/documents (e.g. organize travels and preparing documents for dissemination). - Maintain the Haiti´s office calendar/schedules; monitor changes and communicate relevant information to staff inside and outside the immediate work unit. - Provide administrative backstopping support to the core team in the Regional Office in Panama (ROPAN). - Assist in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. - Create and process shopping carts in Umoja and follow up on purchase requisitions, purchase orders and deliveries, liaising with the procurement unit and vendors to ensure timely receipt of goods and services. - Raise and monitor funds commitments, service entry sheets and goods receipts in Umoja, and follow up on outstanding invoices and payments. - Initiate and process Low-Value Acquisitions (LVAs) in line with applicable UNODC/UNDP procurement procedures; obtain and analyse quotations, prepare comparative bid summaries, and maintain procurement tracking records and supporting documentation. - Support vendor registration/creation requests and the maintenance of vendor master data and related supporting documentation. - Provide logistical and administrative support for training, workshops, missions and field consultations, including travel arrangements, venue and accommodation arrangements, DSA/per diem processing and participant lists. - Proofread documents and edit texts for accuracy, grammar, punctuation, and style, and for adherence to established standards for format. - Research, compile and organize information and reference materials from various sources for reports, studies, briefings and meetings/conferences/workshops (minutes and summaries). Ensure safekeeping of confidential materials. - Assist with the collection and analysis of data as well as preparation of 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. - Guide new personnel on the adherence to processes established in organizational guidance notes and contribute to the development of new notes when necessary. - Perform other work-related duties as assigned. Professionalism: Has knowledge of general office and administrative support including administrative policies, travel policies and guidelines, processes and procedures. Has ability to perform analysis, modeling 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. Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within 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 personal responsibility for his/her own shortcomings and those of the work unit, where applicable. 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. High school diploma or equivalent is required. Job - Specific Qualification A minimum of five (5) years of work experience in administration, programme support, finance, procurement, or project support functions, 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 in supporting procurement processes, including purchase requisitions, vendor management, and low-value acquisitions, in accordance with organizational rules and procedures is required. Work experience in budget monitoring, financial reporting, and the preparation of budget performance reports is desirable. Work experience providing administrative and logistical support for workshops, training activities, conferences, missions, or field operations within the United Nations system or another international organization is desirable. One (1) year or more of experience in data analytics or related area is desirable. Work experience with the United Nations or a similar International Organization is desirable. Work experience with Enterprise Resource Planning (ERP) systems (such as SAP/Umoja) is desirable. English and French are the working languages of the United Nations Secretariat. For this job opening, EnglishandFrench are required. Creole Haiti is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details). Evaluation of qualified candidates may include an assessment exercise and a competency based interview. This position is temporarily available for 364 days. Filling of this position is subject to funding availability. Extension of the appointment is subject to extension of the mandate and/or the availability of funds. If the selected candidate is a staff member from the United Nations Secretariat, the selection may be administered as a temporary assignment. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the d