Background
The United Nations Office on Drugs and Crime (UNODC) is seeking for a Project Assistant who under the direct supervision of an Adviser, Anti-Corruption and the overall supervision of the Regional Representative, Southern Africa will provide administrative assistance for the anti-corruption programme.
Duties and Responsibilities
Secretarial duties:
- Assist the Anti-Corruption Advisor for Mozambique with information as requested, including downloads from the Internet;
- Assists in the organisation and preparation of Anti-Corruption capacity building events meetings and workshops;
- Drafts non-substantive correspondence, reports, justifications, and evaluations, ensuring that spelling, punctuation and format are correct. Types correspondence, documents and reports, etc.;
- Ensures follow-up;
- When requested, takes minutes and/or notes of Anti-Corruption meetings.
General administrative functions:
- Assist in screening all incoming correspondence, including faxes and key electronic correspondence and re-direct as necessary;
- Maintains the Anti-Corruption programme filing system;
- Ensures that archiving takes place in accordance with UN rules;
- Liaison with the office administration regarding office supplies and equipment and ensures enough supply of stationery to the programme staff;
- Manages the inventory of the programme, in cooperation with the Inventory Officer;
- Assists Anti-Corruption staff on general administrative matters including relating to visas and licenses;
- Makes travel, including visa, arrangements for the Anti-Corruption staff as necessary;
- Provides general administrative support as required including filing and photocopying;
- When relevant, attends and arranges meetings on day-to-day administrative matters;
- Assists and advises Anti-Corruption staff in the area of office administration;
- Develop, maintains and update the database of contacts relating to Anti-Corruption work in Mozambique;
- Assists in the arrangement of official Anti-Corruption and related events and activities;
- Make follow up with the Regional Office Southern Africa and the Corruption and Economic Crime Branch in Vienna regarding Financial Authorizations, Documents, Couriers, etc.;
- Arrange for external printing of documents, reports, etc;
- Any other duties or tasks as assigned by the supervisor.
Competencies
Planning and Organizing:
- Sound organizational skills and time management skills, the ability to multi-task and prioritize own work programme and to work independently or with minimum supervision and ability to deliver quality assignments in a timely manner is essential.
Communication:
- Excellent command of spoken and written English and Portuguese relevant to a business environment is essential; particularly the ability to write in a clear and concise manner and the ability to convey technical and basic statistical information in a user-friendly manner.
Technological Awareness:
- Proficiency in the MS Office package, specifically Word, Excel, PowerPoint in a LAN environment is required. Knowledge of UN internal information systems is an advantage.
Professionalism:
- The ability to comprehend administrative processes and systems easily and previous experience in UN administrative functions, particularly website, learning/training and/or project administration is required.
Teamwork:
- Good interpersonal skills, ability to work in a multi-cultural and multi-ethnic environment with sensitivity and respect for diversity; the ability to function effectively in a geographically dispersed virtual team is essential.
Commitment to continuous learning
- Initiative and willingness to learn new skills.
Required Skills and Experience
Education:
- Completion of Diploma level in administration area.
Experience:
- 3 to 4 years administrative experience in a civil service, business or similar professional environment;
- Experience working in Anti-Corruption projects is a strong advantage;
- UN experience would be an advantage;
- Proven knowledge of modern office administration;
- Typing ability plus proficiency in operating a PC in a LAN environment plus proficiency in modern word processing and database applications are definite requirements.
Languages:
- Written and spoken English and Portuguese is essential;
- Knowledge of a local Southern African language would be an advantage.