Programme Assistant (Temporary), G6

## Programme Assistant (Temporary), G6 - Organization:UNODC - Office on Drugs and Crime Org. Setting and Reporting:The position is located in the Laboratory and Scientific Services (LSS), Drugs, Laboratory and Scientific Services Branch (DLSSB), Division for Policy Analysis and Public Affairs (DPA), United Nations Office on Drugs and Crime (UNODC). Under the overall guidance of the Chief of Service and the direct supervision of the Programme Coordinator (Global SMART Programme), the incumbent will be responsible for the provision of reliable administrative assistance in the coordination of programme/project planning, preparation of activities and of general office support services for the project. For more information UNODC, please visit www.unodc.org Responsibilities:Within assigned authority, the Programme Assistant will be responsible for the following specific duties related to the Global Scientific and Forensic Services programme.Provide assistance in support of planning and implementation activities/processes for the Global Scientific and Forensic ProgrammeAssist in the coordination of programme/project planning and preparation; monitor status of programme/project proposals; take necessary action to ensure project documents are completed and submitted to relevant parties for approval.Assist in the preparation and analysis of budget proposals and individual regional/country level budget segments; provide assistance in the interpretation of budget guidelines; review and coordinate submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepare reports and ensure that outputs/services are properly categorized.Assist in the monitoring and evaluation of the programme and its country-level segments; categorize, update, track and analyse data related to implementation of the programme; identify issues and initiate requisite follow-up actions; prepare revised budget estimates; Prepare cost estimates for expert and regional meetings and trainings; report on budget revisions, expenditures and commitments, verify availability of funds; ensure necessary approval and entry in UMOJA; initiate financial authorizations for expenditures.Monitor spending and transactions in accordance with available funds and cost plans; ensure that available resources are properly utilized; liaise with Field Office staff on administrative and financial issues related to project implementation; determine whether adjustments are necessary and ensure that these have been accurately processed. Prepare financial reports generated from UMOJA. Conduct and maintain project budget controlling for the LSS safe handling and disposal portfolio of projects. Update programme managers and section Chief regularly on status of funding and implementation.Collaborate with programme managers on performance reporting; liaise with relevant parties on the interpretation of the activities/services scheduled in the programme budget and various planning instruments such as the medium-term plan and internal work plans; provide assistance on reporting requirements, guidelines, rules and procedures and ensure completeness and accuracy of data submitted.Assist in the recruitment process and monitoring of contracts for long-and short-term staff under the programme, as well as technical assistance personnel, as required for effective programme implementation. Prepare, process and follow-up on actions related to recruitment and appointment of personnel under UNODC rules and regulations. Provide assistance and guidance to project staff on recruitment procedures and on preparation of terms of reference for international consultants and contractors. Ensure timely issuance of budget releases and shopping carts in-line with Online Staffing Table, Lotus Notes and UMOJA online system requests. Prepare payments related to contractual services and ensure tracking and monitoring of relevant expenditures.Provide general programme assistance related to the implementation of the programme; draft routine correspondence; 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.Prepare draft programme/project summaries and promotional material, coordinate review and clearance process, and coordinate with editor, translation services, etc. on finalization and publication of reports in multiple languages.Serve as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.Prepare, maintain and update files (electronic and paper) and internal databases; design and generate a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate reporting, audits and evaluation.Draft correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepare service’s contributions for a variety of periodic reports.Prepare and submit relevant requests for procurement services and low-value acquisitions in UMOJA, initiate, monitor and prepare documents for timely payments to vendors and ensure tracking and monitoring of relevant expenditures.Administer staff mission travel preparations, including timely quarterly submission of travel plans, liaising with respective visa issuance authorities and overall administrative arrangements.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.Performs other work-related duties as assigned. - Provide assistance in support of planning and implementation activities/processes for the Global Scientific and Forensic Programme - Assist in the coordination of programme/project planning and preparation; monitor status of programme/project proposals; take necessary action to ensure project documents are completed and submitted to relevant parties for approval. - Assist in the preparation and analysis of budget proposals and individual regional/country level budget segments; provide assistance in the interpretation of budget guidelines; review and coordinate submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepare reports and ensure that outputs/services are properly categorized. - Assist in the monitoring and evaluation of the programme and its country-level segments; categorize, update, track and analyse data related to implementation of the programme; identify issues and initiate requisite follow-up actions; prepare revised budget estimates; Prepare cost estimates for expert and regional meetings and trainings; report on budget revisions, expenditures and commitments, verify availability of funds; ensure necessary approval and entry in UMOJA; initiate financial authorizations for expenditures. - Monitor spending and transactions in accordance with available funds and cost plans; ensure that available resources are properly utilized; liaise with Fi