Under the overall guidance of the Deputy Regional Representative of the UNODC Regional Office for West and Central Africa (ROSEN), and the Head of the Law Enforcement Section, the Administrative Assistant will provide programme support services ensuring high quality, accuracy and consistency of work.

The Administrative Assistant will work in close collaboration with the operations and law enforcement teams as well as with the Coordination and Policy Team and other relevant teams in UNODC ROSEN as required to exchange information, analysis and support programme delivery in the West and Central region, and in particular in Guinea.

Impact of Results

Timely, professional and accurate support to activities implemented by Law Enforcement and the Coordination and Policy teams will have                      an impact on the implementation quality of UNODC programmes. A client-oriented and efficient approach impacts positively the image of UNODC in the country.

Summary of Key Functions:

• Provide overall administrative, finance and logistic support to the Law Enforcement and the Coordination and Policy teams;
• Preparation of correspondences, reports, documents and publications;
• Arranging appointments, meetings and missions
• Assisting in the implementation of all project activities as demand arises;
• Establishing an archive system and providing regular project updates;
• Assisting the UNODC staff to identify and contact appropriate officials in government departments to obtain official support for the implementation of project activities;
• Responsibility for procurement and supply of equipment needed for the project;
• Assisting in the preparation of progress reports and project performance reviews;
• Support to knowledge building and knowledge sharing;
• Flows the execution of contracts as required for the implementation of activities, in line with procurement and financial rules;
• Support the programming of the activities by the sub-recipients;
• Prepare all documentation for missions and regional/national workshops and meetings;
• Prepare all correspondence with partners, donors and national counterparts;
• Handle all logistical arrangements for regional/national workshops and meetings;
• Liaise with all related service providers and with travel agencies to purchase flight tickets for staff and workshop/meeting participants;
• Monitor financial expenditure and follow-up on all financial matters related to the project;
• Maintain archives of all administrative actions of the project’s portfolio;
• Support all other administrative, operational and logistical aspects, as required.

 Ensures effective implementation of initiatives of the Law Enforcement as well as of the Coordination and Policy teams, focusing on the achievement of the following results:

• Support project coordinators in LOTUS NOTES, processes, PROFI, IPMR and UMOJA-related transactions, support to the preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project;
• Liaise with UNODC Regional Office and HQ, as required, to ensure seamless project implementation;
• Constantly develop the management and coordination of the project’s working modalities related to travel, procurement and human resources through developing structures needed to assure that all actions are efficiently performed using standardized models developed;
• Work closely with national counterparts to build cooperative relationship and coordinate with national project officers to ensure timely and coordinated execution of tasks.
• Support the drafting of project documents, progress narrative and financial reports, budget analysis and estimates, training evaluation reports, minutes of the steering committees and relevant meetings/workshops, communication materials, mission reports, monitoring reports, etc.

Supports knowledge building and knowledge sharing, focusing on the achievement of the following results:

• Review national and regional press outlets and share information about policing peaceful demonstrations in accordance with international human rights standards with the Project staff;
• Contribute to a culture of knowledge building and knowledge sharing.
• Perform other duties as assigned.

Core

Innovation

Ability to make new and useful ideas work

Level 1: Assesses work with critical eye

Leadership

Ability to persuade others to follow

Level 1: Takes responsibility for and ensures high quality of own work

People Management

Ability to improve performance andsatisfaction

Level 2: Takes ownership of responsibilities

Communication

Ability to listen, adapt, persuade and transform Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity

Delivery

Ability to get things done while exercising good judgement

Level 1: Meets goals and timelines for team deliverables

Technical/Functional

Professionalism : Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop)

Planning & organizing : Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Teamwork : Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop

Client orientation : Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop

Education:

Minimum first-level university degree in Business Management, Public Administration, Budget and Finance, Human Resources, Law, Political and Social Science, InternationalRelations or other relevant discipline, is required.

Experience:

At least 3 years of relevant administrative or programme/project support experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, Outlook, Power Point, etc.) and experience in handling of web-based management systems.

Experience in administration, budget, finance, human resources management or related field is highly desirable. Experience in work related to counter-drug trafficking and organized crime at the national or international level would be an advantage. Experience in working with a UN entity is an advantage.

Language Requirements:

Fluency in French and English is required.