Summary of key functions:

Under the direct supervision of a National Project Officer and the overall supervision of the UNODC PNG Officer-in-Charge in Port Moresby, the Programme Assistant will be responsible for providing a range of administrative and logistical support to the implementation of UNODC activities under the FANGS Project in Papua New Guinea.

Specific tasks to be performed by the Programme Assistant:

The incumbent will fulfill the following tasks:

• Assist in initiating and finalizing budget revisions, work plans, notes to the file, etc. to facilitate the implementation and monitoring of the assigned Project activities;
• Organize international and national conferences, meetings, training and workshops held in Papua New Guinea, the Pacific region and beyond, and travel to the events’ location if needed;
• Prepare travel plans and organize travel dates for participants to UNODC events, and for UNODC staff as required. Prepare travel requests to be sent to the travel agents to issue air tickets, request payment of Daily Subsistence Allowances (DSAs) and terminal expenses when needed, and determine appropriate budget lines;
• Prepare any document required for consultants’ contract issuance/management and follow up on payment requests of their fees as per their terms of reference;
• Provide support to assigned projects and to relevant UNODC personnel in Port Moresby and Bangkok on aspects related to the preparation of payment requests in the UNODC administrative systems (Umoja and ProFi), as well as payment reconciliation and expenditure verification. Follow up with the UNDP Country Office in Papua New Guinea on project expenditures and payments;
• Plan and organize the procurement of goods and services required for the assigned Project, ensure compliance with, and verify, regulations and procedures to be applied when procuring goods or services. Conduct low value procurement (up to US$ 10,000) and initiate procurement processes for all types of goods and services required under the assigned Project;
• Collect and compare offers from vendors and liaise with the UNODC Procurement Team in Bangkok and relevant personnel at UNDP Country Office to ensure abidance with relevant UN rules and regulations. Liaise with bidders and vendors, and follow up with suppliers and expediters to ensure timely delivery;
• Complete administrative workflows in relation to the handover of equipment to Member State institutions and liaise with the UNODC personnel in Bangkok in charge of asset management;
• Support the closing of administrative workflows in relation to the procurement of goods and services after they have effectively been received, and liaise with UNDP Country Office and relevant UNODC personnel in Port Moresby and Bangkok to provide/obtain the necessary documentation;
• Contribute to the development of administrative and financial guidance for UNODC programme personnel in Papua New Guinea and the Pacific region, and contribute to exchange of information among colleagues to identify and spread best practices and experiences;
• Draft correspondence and contribute to project documents;
• Contribute to developing and maintaining a filing system for the Project;
• Perform any other work-duties as required.

Impact of Results

Efficient and timely achievement of the results directly affects programme delivery. Provision of accurate information, efficiency in providing support services, proper and effective organizational and logistical arrangements, and strong client orientation with good communication will enhance the programme’s effectiveness and build the a strong reputation for the organization.

• Secondary education, preferably with specialized certification in areas directly relevant to administrative and/or financial management.
• Bachelor’s Degree in Liberal Arts, Social Sciences, Business Administration, Hospitality Management, Accounting, Financial Management or other related filed is desirable, but it is not a requirement.

• Minimum of 6 years (for secondary school graduates), or 3 years (for university degree holder), of relevant experience in the administrative/finance aspect of technical assistance delivery at the national or international levels is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc.) and knowledge of spreadsheet and database packages are required.
• Working experience with web-based enterprise resource management systems is a required.
• Knowledge of Umoja is desirable.

Other:

• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages is required.
• Experience in handling web-based management systems is desirable.