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. For more information on UNICRI, please visit www.unicri.it

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.

Competencies

• Professionalism: Has knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Has understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Has ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Has demonstrated ability to apply good judgment in the context of assignments given. 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. • 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. • 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.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

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.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

This position is funded from extra-budgetary resources and is limited to service with UNICRI. Filling of this position is subject to funding availability and the initial appointment will be for a period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of funds. 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 duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.