Project Assistant: Procurement, Travel and Finance
JOB DETAIL
The United Nations Office on Drugs and Crime (UNODC) is a global leader in the fight against drugs, crime, terrorism, and corruption. It is a leading provider of specialized assistance to governments and operates through an extensive network of field offices. The UNODC Regional Office for Southern Africa (ROSAF) works in all areas of UNODC mandate.
UNODC’s technical assistance in Angola includes the development of specialist institutional capacities, training, appropriate legislation, and international cooperation to stop illicit financial flows and deny criminals the opportunity to benefit from the proceeds of organized crime, in accordance with international standards and good practices.
With funding from the European Union, UNODC is strengthening the capacities of relevant national authorities through legislative and technical assistance to criminal justice and law enforcement institutions, as well as through the promotion of regional cooperation. UNODC supports Angola in three interlinked areas: 1. Strengthening the national asset forfeiture system and supporting its implementation. 2. Enhancing Angola’s ability to effectively counter illicit financial flows and money laundering. 3. Enhancing the capacity of law enforcement and justice professionals, including investigators, prosecutors, and the judiciary, working on illicit financial flows in Angola.
The Project Assistant undertakes the following tasks:
- Provide financial and administrative support to the Project PRO.REACT.
- Develop an annual project expenditure plan.
- Provides support to the Adviser with the development of annual budgets and other financial matters.
- Effects payments ensuring the accuracy of entries linked to specific pledges and the project log frame.
- Provides assistance with the issuance of financial documents, handles daily operations in terms of preparing payment orders, and other relevant forms related to the project, while ensuring compliance with UN procedures.
- Reconciles Creditors’ accounts and follow up on outstanding invoices related to the project.
- Assist in planning, developing, and managing all procurement processes and contractual aspects of projects related to procurement of diverse services and commodities, or for a variety of goods and services of a general nature, considering local economic and other conditions.
- Compile and present procurement data; prepare all relevant supporting documents and recommend approval of the contract or purchase order; and, in cases where the amount exceeds authorized signature authority, prepare submissions to the Contracts Committee for review and subsequent approval by the authorized official.
- Provide support with the preparation and implementation of procurement according to the rules of the United Nations Secretariat.
- Prepare a variety of procurement-related documents, contracts, communications, guidelines, instructions, etc.
- Assist with administrative matters relating to the organization of meetings, seminars and training, accommodation, workshops, and conferences, including, but not limited to:
– Participants’ travel and administrative arrangements; processing payments for participants and consultants.
– Securing conference/meeting venues (procurement); performing banking maintenance; and setting-up of meetings.
– Provide administrative support to the office (travel, procurement, payments, human resources, etc.), in line with relevant UN rules, using relevant UNODC proprietary software applications, with tasks including, but not limited to raising purchase orders; processing travel and other claims; preparing requests for payments; following-up on outstanding payments; and attribution of donor pledges. - Perform other duties as required.
- Professionalism: Has knowledge of general office and administrative support including administrative policies, processes, and procedures. Has knowledge of processes and procedures related to programme/project administration, implementation and evaluation, technical cooperation, programming, and budgeting. Substantive experience in administration of databases, and familiarity with the UNODC’s business objectives and operations; skilled in communications of UNODC projects, undertakes basic research, and gathers information from standard sources. Has demonstrated ability to apply good judgment in the context of assignments given. 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.
- Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently accepts joint responsibility for team shortcomings.
Technological Awareness: Awareness: Extensive knowledge and practical experience in operations relating to technical support and networking; sound computer skills (Excel, Microsoft Word, PowerPoint, etc).
- High school diploma or equivalent is required.
- A bachelor’s degree in administration, Finance, Economics, Accounting, or related area is an advantage but not a requirement.
- A minimum of three years of progressive experience with (bachelor’s degree) or six years’ experience with (High school diploma or equivalent) including at least three years in the field of administrative services, project finance travel, and procurement.
- Previous experience in a UN project or donor environment is desirable. Knowledge of various administrative procedures of UNODC or the United Nations system in general would be an advantage.
- Experience of working with an ERP system is desirable.
Language:
- English and French are the working languages of the United Nations Secretariat. For this position, fluency of Portuguese and English with excellent drafting and communication skills, is required. Knowledge of another United Nations official language is an advantage.
