Background
Purpose
The purpose of this TOR is to recruit a qualified candidate with experience and knowledge necessary to facilitate activities within the UNODC Programme Office in Belgrade, Serbia.
Objective
Project Assistant will be responsible for backstopping day-to-day implementation of the activities under the UNODC’s Global Firearms Programme GLOX34 and will be based at the UNODC Programme Office in Belgrade (Serbia).
He/she carries out his/her functions under the direct supervision of the Regional Programme Associate, UNODC Programme Office in Serbia and the overall supervision of the Head, UNODC Global Firearms Programme. The Coordinator of the UNODC Regional Programme for South Eastern Europe will provide further guidance to the Project Assistant, who will also work in close coordination with the designated UNODC staff in Vienna Headquarters and offices in the field.
Background Information
Illicit firearms are used to gain leverage in various forms of criminality, for intimidation, coercion and in gang violence. Current security challenges show that illicit firearms are often a common denominator in many crimes, from urban gang violence, to transnational organized crime, terrorism, and drug trafficking inter alia. The Western Balkan (WB) jurisdictions have been identified in many studies as source jurisdictions for firearms trafficked to the European Union. The UNODC’s Global Firearms Programme (GFP) will support the jurisdictions in the Western Balkans (WB) to strengthen their criminal justice response to firearms related criminality and reach the goals and targets established under the Roadmap for a sustainable solution to the illegal possession, misuse and trafficking of Small Arms and Light Weapons and their ammunition in the Western Balkans (Roadmap).
The overall objective of the GFP’s is to support WB jurisdictions to prevent and counter illicit manufacturing of and trafficking in firearms, and their links to transnational organized and other serious crimes and foster effective international cooperation and information exchange. The specific objective of the GFP’s activities is to support the criminal justice system to countering illicit firearms trafficking and related offences in the WB jurisdictions. UNODC GFP will provide support in the following areas: (i) Legislative assistance to implement and apply the United Nations Convention against Transnational Organized Crime and its Protocol against the Illicit Manufacturing of and Trafficking in Firearms, their Parts and Components and Ammunition (Firearms Protocol), with a focus on the criminal and criminal procedural law provisions; (ii) Support for enhancing the knowledge and skills of law enforcement and prosecutors to detect, investigate and prosecute firearms trafficking cases; and (iii) support for collection and analysis of criminal justice data; and facilitation of international cooperation between criminal justice practitioners.
Duties and Responsibilities
Scope of work
Project Assistant will be responsible to:
Project management:
- Assist the Head, Global Firearms Programme in day-to-day support of planning, monitoring and implementation of activities;
- Review, analyze and assist in the finalization of cost estimates and budget proposals related to the activities under the Global Firearms Programme;
- Research and compile information/data on specific programme activities and support writing periodic reports.
Budget management:
- Support the Head, Global Firearms Programme, in the elaboration of programme/project budgets and support the utilization of the procedures and systems for the appropriate financial control on programme implementation;
- Monitor project expenditures against approved work plans in Umoja and keep track of project expenditure per activity and donor/pledge ID, status of implementation and ensure compliance with United Nations financial rules and regulations; initiate project and/or budget revisions as required; ensure necessary approval and entry in Umoja; initiate financial authorizations for expenditures;
- Assist in the preparation and analysis of budget proposals for the programmes/projects and individual regional/country level budget segments; provide assistance in the interpretation of budget guidelines; verify availability of funds;
- Provide assistance on reporting requirements, guidelines, rules and procedures and ensure completeness and accuracy of data submitted;
- Liaise and work collaboratively with the Programme Assistant and the Finance Assistant of the Global Firearms Programme based in Vienna.
Event Management:
- Provide budget estimates and support for the organization of international, regional and national conferences, meetings, seminars and workshops by liaising with national authorities of the countries concerned as well as administrative and financial departments, regarding hotel reservations, DSA payments and preparing documents such as agendas, lists of attendees and certificates;
- Organize all personnel travel arrangements in Umoja, creation of Umoja authorization of pay disbursement of funds, procurement of equipment and services, and support follow-up actions to close the events’ commitments administratively and financially; etc.
- Prepare contributions for implementing GFP’s Communication and Visibility Plan;
- Handle arrangement for printing and translation as necessary; coordinate shipment arrangements, courier services, etc.
Administrative support:
- Provide administrative support to the Global Firearms Programme staff based in South Eastern Europe related to the administration of the project activities, more specifically in regard to the: human resources activities, including travel and training, monitoring of contract expiry dates, recruitment, performance appraisal, separation of staff members etc, which are closely in line with the United Nations regulations/rules, and relevant Administrative Instructions and procedures;
- Draft correspondence and communication for specific aspects of the project;
- Organize both incoming and outgoing correspondence, including the establishment of a log/ registry system and filing;
- Support organization of the field missions and coordination of the official meetings;
- Provide guidance and training to new/junior staff;
- Perform other related duties, as required, including, when necessary, support the implementation of the RP SEE in the above fields and support to the UNODC Regional Representative for South Eastern Europe, the Coordinator of the RP SEE, and the Regional Programme Associate in the UNODC Programme Office in Serbia, in the context of the implementation of the RP SEE.
Performance Indicators for evaluation of results
- Reliable administrative and financial support as per the above description of duties and responsibilities to the direct and overall supervisors, including the Head, UNODC Global Firearms Programme, and their delegated staff in UNODC HQ Vienna, for the implementation of project activities provided throughout the assignment;
- Assistance to the direct and overall supervisors, including the Head, UNODC Global Firearms Programme, and their delegated staff in UNODC HQ Vienna, in maintaining and managing project budget and any other financial/administrative reports provided;
- Programme/project budget maintained and managed and any other financial/administrative reports provided as per requests or agreed workplan;
- Administrative and financial reports provided in a timely and satisfactorily manner;
- Contacts with project partners and regional/national counterparts maintained;
- Meetings and other activities relating to the project implementation coordinated;
- All duties and responsibilities performed in a satisfactorily manner according to the project workplan and assessment of the direct and overall supervisors, including the Head, UNODC Global Firearms Programme, and their delegated staff in UNODC HQ Vienna.
Competencies
- Knowledge of administrative, budgetary, financial, travel and human resources policies and procedures. Ability to apply various United Nations administrative rules and regulations in work situations;
- 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; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations;
- Demonstrates strong verbal and written communication skills;
- Demonstrates ability to work in a team and team spirit. Strong interpersonal skills;
- Demonstrates strong IT skills and displays the knowledge in utilization of specific software such as Umoja and Lotus notes or similar;
- Excellent organization skills, ability to work independently, accurately and meticulously and to deliver efficient quality outputs;
- Ability to manage large volumes of work under time pressure is essential;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
- Ability to deliver when working under pressure and within changing circumstances;
- Consistently approaches work with energy and a positive, constructive attitude;
- Excellent interpersonal skills.
Required Skills and Experience
Required Skills and Experience
Education:
- Secondary Education or equivalent is required. Bachelor’s Degree in Business Administration, Public Administration, Economics, Political Sciences and/or Social Sciences or related field is desirable, but it is not a requirement.
Experience:
- At least 5 years of relevant, practical working experience in administration and/or programme support service or other related field is required;
- Experience in projects implementation and working with government counterparts is required;
- Experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc) is required;
- Experience in the areas of Rule of Law, Security, Criminal Justice, Organized Crime or related subjects will be considered as an advantage;
- Knowledge of UNODC/UN administrative rules and procedures is an asset.
Language Requirements:
- Fluency in oral and written English and Serbian is required. Knowledge of another Western Balkans language is an advantage.
Application Procedure:
The following are steps for on-line application:
- Submit the application through the UNDP Serbia Jobs website: http://www.rs.undp.org/content/serbia/en/home/jobs.html
- Upload completed and signed P11 form in the required resume field. The P11 form can be downloaded from: http://www.undp.org.rs/download/P11_SC_SSA.doc .
Special consideration
As this position is under Service Contract modality, only applications of applicants with Serbian nationality or valid working permit in Serbia will be considered for the vacancy.
Evaluation of qualified candidates may include an assessment exercise and a competency based interview.