United Nations Development Programme, Iraq
Closing Date for Applications:
- This position is located in the Programme Office in Iraq (POIRQ) with duty station in Baghdad, under the Regional Office for the Middle East and North Africa (ROMENA), Cairo, Egypt, Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The incumbent will act under the overall guidance of the UNODC Regional Representative of ROMENA and the direct supervision of the Senior Programme Coordinator heading the Programme Office in Iraq (POIRQ) and the STRIVE Juvenile Project Manager in the Justice Section (JS) at UNODC Headquarters Vienna.
- The incumbent will work in close collaboration with the ROMENA Team and with the STRIVE Juvenile Team.
DUTIES AND RESPONSIBILITIES
- Within assigned authority, the Administrative Assistant will assist in the implementation of the project "STRIVE Juvenile: Preventing and Responding to Violence against Children by Terrorist and Violent Extremist Groups" in Iraq. In particular, the incumbent will be responsible for the following specific duties:
Administer the Finance and Budget activities of STRIVE Project
- Monitors status of expenditures and allotments, records variations and updates budget tables, in close cooperation and regular communication with the team at regional and HQ level;
- Prepares and reviews budget proposals for project documents/revisions, especially costed work-plans/budgets, for completeness and compliance with relevant rules and procedures;
- Processes payment requests, purchase orders to UNDP/UNODC and records these requests on a daily basis in the financial data base of the office and reconciles them against yearly project funding requests for all activities under the project;
- Prepares status of relevant expenditures and compares with approved budget;
- Prepares requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds;
- Prepares statistical tables and standard financial reports;
- Regularly maintains and updates the institutional database for contract management.
- Manage the General Administration processes (Travel and Logistical Support) of STRIVE project
- Prepares, processes and follows-up on administrative arrangements and forms related to official travel;
- Drafts routine correspondence;
- Maintains project records, documents, correspondence, background information in both hard copy and electronic format;
- Maintains the project inventory;
- Monitors accounts and payments to vendors and individual contractors for services;
- Identifies office technology needs and maintenance of equipment, software and systems;
- Organizes and coordinates administrative arrangements for seminars and conferences, including venue reservations and travel of participants; Other duties as required.
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 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.
- Has in-depth knowledge in the field of human trafficking and/or migrant smuggling. Has knowledge of policies and practices in crime prevention and criminal justice, as well as the mandates of the United Nations Office on Drugs and Crime. Has knowledge of substantive and functional areas with very good research and analytical skills. Is able to identify and contribute to the solution of problems/issues. Has knowledge of various research methodologies and sources, including electronic sources on the internet, intranet and other databases. 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.
Planning and 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 efficient
- 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.
REQUIRED SKILLS AND EXPERIENCE
- Bachelor’s degree in economics, finance management, business administration, or equivalent diploma
- Three years of progressively responsible clerical, administrative/financial/Procurement work closely related to support of programme / project activities;
- Experience with UN (knowledge of UN administrative rules and regulations) or other international organizations would be an asset.
- Fluency in English and Arabic i.e. oral and written proficiency are required. Knowledge of another UN official language is an advantage.