Programme Assistant

Org. Setting and Reporting

• This position is at the Centre for Artificial Intelligence and Robotics of the United Nations Interregional Crime and Justice Research Institute (UNICRI), and located in Turin, Italy. The incumbent will work under the direct supervision of the Head of the Centre.

Responsibilities

Within assigned authority, the incumbent will be responsible for administrative assistance in the implementation of projects, particularly: Assist in the preparation and analysis of project budget proposals; provide assistance in the interpretation of budget guidelines; ensuring that requisite information is included and justified in terms of proposed activities; proposes adjustments as necessary; prepare financial reports and ensures that expenditures are properly categorized. Assist in the monitoring of programmes budgets and expenditures; categorize, update, track and analyse data related to projects, e.g. accounting records, outputs, resources utilized, revisions, carry out periodic status reviews, identify issues and initiates requisite follow-up actions; prepare revised budget estimates; report on budget revisions, expenditures and obligations, verify availability of funds; Perform a wide range of administrative functions: initiate creation of grants, allotments of funds, shopping carts, fund commitments, financial authorizations for expenditure, service entry sheets, payments processing, and other necessary actions as required and ensure their necessary entry and approval using the UN ERP system UMOJA; Serve as focal point for planning and monitoring project resources, involving extensive liaison with a diverse organizational unit to initiate requests, prepare and review standard terms of references, obtain necessary clearances, processing and follow-up on administrative actions and resolve related issues. Carry out support functions for the recruitment and selection of personnel, travel arrangements, organization of and participation in meetings, authorization of payments, disbursement of funds, and procurement of equipment and services. Respond or draft responses to routine correspondence and other communications in English; uses standard word processing package to produce a wide variety of large, complex documents and reports. May be responsible for providing guidance, training, and daily supervision to other general service staff in the area of responsibility. Provide administrative, logistical, clerical, etc. support to UNICRI’s Senior Management in carrying out their managerial duties (e.g., organization of programme management meetings, staff meetings, project appraisal committee meetings, etc.) 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. Perform other work-related duties as assigned.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of seven (7) years of progressively responsible work experience in programme or project administration or related area is required.
• The minimum years of relevant work experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Experience with grants management processes is required.
• Experience working with an Enterprise Resource Planning System (ERP) is required. Experience working with an SAP system, such as the in-house Umoja, is desirable.
• Experience with the United Nations system’s or other similar international organization’s administrative and financial procedures is desirable. Experience in working with European Union (EU) funded programmes is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Source: https://careers.un.org/jobSearchDescription/252545?language=en