Programme Assistant, UNODC in Astana

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The United Nations Office on Drugs and Crime (UNODC), Programme Office in Kazakhstan contributes to the country’s efforts to build just, inclusive and resilient societies that leave no one behind through the delivery of a range of technical assistance programmes focusing on the following programmatic priorities outlined in the UNODC Programme for Central Asia for 2021-2025: (i) Preventing and Countering Transnational Organized Crime; (ii) Preventing Crime, Increasing Access to Justice and Strengthening the Rule of Law; (iii) Addressing Drug Use, Increasing Treatment of Drug Use Disorders and Preventing HIV/AIDS; (iv) Preventing and Countering Terrorism, Violent Extremism and Radicalization that Leads to Violence; (v) Supporting Research, Trend Analysis, Policy, Advocacy and Forensics; UNODC Regional Programme for Afghanistan and Neighboring Countries and the UNODC Strategy 2021-2025.

The Programme Associate is expected to contribute to the enhanced coherence within the ongoing and future UNODC global/regional/national programmes and provide support to effective programme(s) delivery in line with UNODC strategic programmes and in close coordination and guidance by the UNODC Regional Office for Central Asia and UNODC HQ in Vienna.

The position of the Programme Associate is located in the UNODC Programme Office in Kazakhstan with a duty station in Almaty. Under the direct supervision and guidance of the supervisor, the Programme Associate contributes to the respective programme(s) delivery by carrying out a range of programme and operations related tasks including administrative, finance, procurement and others in line with UN rules and regulations.

The incumbent reports to the International Programme Coordinator / National Programme Officer on programme implementation and will report to the Head of UNODC Programme Office in Kazakhstan on office management and administration related issues.

Duties And Responsibilities

Under the direct supervision and guidance of the National Programme Officer on programme(s) delivery; and under overall supervision of the Head of the Programme Office in Kazakhstan on office management and administration related issues, the incumbent will undertake the following tasks, including:

• Collect, register and maintain all relevant information on project activities, draft non-substantive correspondence and ensure follow-up.
• Assist in all activities related to implementation of the UNODC RP portfolio including organizing meetings, training courses, workshops, conferences, study tours, as well as missions of the programme staff or official UNODC travelers.
• Perform the following duties related to finance:
• Process Invoices in the SAP Enterprise Resource Planning System (ERP);
• Proper maintenance of the Accounts Receivables and Payables and follow-up with relevant parties on timely clearance of those accounts. Ensure proper establishment of accruals;
• Investigate erroneous/invalid entries and communicate with the Regional Office Finance Unit in order to take appropriate corrective accounting actions;
• Ensure timely VAT reimbursements to UNODC;
• Maintaining internal expenditures control system by ensuring that payments processed are matched and completed, transactions are correctly recorded and posted in the system.
• Perform the following duties related to procurement:
• Collection and systematization of information on potential suppliers of services/goods;
• Ensuring tender selection, canvassing of the supplier of services/goods in accordance with UNODC and UNDP requirements and procedures;
• Support in preparation of short-term contracts in accordance with UNDP requirements and procedures, exercising control over observation of contract terms and periods;
• Process Shopping Carts through solicitations;
• Coordinate vendor status with the Master Data Management (MDM) team;
• Submit requests for posting Goods receipt on a timely basis and conduct Service Entry Sheet;
• Act as a Low Value Acquisitioner;
• Process other procurement related requests.
• Perform the following duties related to travel/administrative/logistic support:
• Creation of mission travel application in ProFi;
• Creation of travel requests in Umoja;
• Securing visa support, arrangement of transport and accommodation in a hotel and etc. during workshops, meetings, conferences, visits of foreign experts, etc;
• Coordinates effectively with the Ministry of Foreign Affairs regarding accreditation matters;
• Assistance to POs in keeping close contact with the National Partners, UNDP, projects’ partners and other organizations by means of direct contacts, collection of information, registration of incoming and outgoing correspondence, preparation of draft letters and organization of meetings;
• Receive, screen, log and route incoming and outgoing correspondence and documents for the coming to the projects, attach necessary background information and maintain a follow-up system;
• Preparation of unofficial translations and, as required, acting as an interpreter;
• Perform other functions for the successful implementation of the programme as might be required in the scope of the current position.

Core Competencies

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical Competencies

Business Direction & Strategy – Business Acumen

• Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome.
• Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks.

Business Management – Project Management

• Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals.

Business Management – Resource Management

• Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity.

Administration & Operations – Documents and records management

• Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Education

Required Skills and Experience

• A first-level university (Bachelor’s) degree in management, business administration or related social science or equivalent diploma.

Experience

• Three years of relevant professional experience with a first-level (Bachelor’s) degree in clerical, admnistrative/ financial work, and procurement closely related to support of programme/ project activities is required.
• Experience with UN (knowledge of UN administrative rules and regulations) or other international organizations is considered as an advantage.
• Experience in working with Enterprise Resource Planning (ERP) systems (UMOJA, SAP, or similar) and IPSAS (International Public Sector Accounting Standards) is highly desirable.

Language

• Fluency in English and Kazakh and/or Russian is required.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant Information About UNDP Rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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