Programme Assistant job at United Nations Office on Drugs and Crime (UNODC) | Apply Now

Within assigned authority, the Programme Assistant will be responsible for the following specific duties:

• Performs a wide range of office support and administrative functions.

• Respond or draft responses to routine correspondence and other communications; use standard word processing package to produce a wide variety of large, complex documents and reports.

• Monitor processes and schedules related to the unit’s outputs, products, tasks, etc.; where applicable, assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.

• Research, compile and organize information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.

• Generate a variety of standard statistical and other reports, work orders, etc., using various databases.

• Proofread documents and edit texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.

• Screen phone calls and visitors responds to moderately complex information requests and inquiries (e.g., answers requests requiring file search, etc.), and as necessary, refer inquiries to appropriate personnel for handling.

• Provide secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.

• Assist in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.

• Assist in the preparation of presentation materials using appropriate technology/software.

• Maintain calendar/schedules; monitor change and communicates relevant information to appropriate staff inside and outside the immediate work unit.

• Perform data entry functions, review and enter in a database all incoming mail.

• Review, record, distribute and/or process mail and other documents; follow-up on impending actions ensure the smooth flow of correspondence to and from the Office; monitor deadlines for completion of requested tasks; bring urgent matters to the attention of relevant line manager.

• Update and maintain large distribution lists; monitor, prepare and distribute various materials, reports, where possible using electronic formats; handle arrangement for printing and translation as necessary; coordinate shipment arrangements, courier services, etc.

• Perform general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g., requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, acts as IT focal point, etc.).

• Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

• Assist with visualizations and updating information material such as web pages or brochures.

• Maintain files (both paper and electronic) and databases for UNODC.

• Perform other work-related duties as assigned.