Programme Officer (Special Assistant to Director)

This position is located in the Office of the Director, Division for Management (DM), United Nations Office at Vienna (UNOV) / United Nations Office on Drugs and Crime (UNODC), Vienna, Austria. The Administrative Officer/Special Assistant will report to the Director, DM. The incumbent will coordinate the various services within the division for presentations, briefing note/talking points, reform and efficiency initiatives (UN80), innovation projects, budgets/funding and work programme. For more information on UNOV or UNODC, please visit the websites: www.unov.org and www.unodc.org

Within delegated authority, the Programme Officer, working with the Director and Service Chiefs, will be responsible for the following specific duties: • Coordinate closely with relevant teams in and outside the division/coordinating with other UN secretariat entities to prepare written reports, outputs such as background papers, briefing notes/talking points, etc. Provide substantive backstopping to meetings, conferences, providing agenda topics, preparation of documents, presentations and background materials. Ensure quality assurance and review of materials produced by team. • Monitor and coordinate programmes/projects/tasks across the division; monitors and analyzes programme/project development and implementation; reviews relevant documents and reports; identifies problems and issues to be addressed and initiates corrective actions; liaises with relevant parties; ensures follow-up actions. • Assist in developing and follow up on departmental strategy, including reforms required, with client feedback and input and monitoring the implementation. • Monitor, coordinate and track reform related initiatives coordinating with the entire department on areas such as UN80, key management dashboards, department client survey and client board, governance mechanisms, and other innovations. • Monitor and coordinate the preparation and implementation of the work program and budget to ensure compatibility with work priorities and objectives, taking into account the most effective use of resources. • Research, analyze and present information gathered from diverse sources; collect and analyse data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting. • Ensure compliance of the Division with UN rules, regulations and policies, implementation of strategies, establishment of management targets and monitoring of achievements of results. • Ensure knowledge sharing of lessons learnt/best practices, and sound contributions to knowledge networks and communities of practice, and organization of the operations staff trainings. • Coordinate activities and review budget funding (programme/project preparation and submissions, progress reports, financial statements, etc.) and prepare related documents/reports (pledging, work programme, programme budget, etc.) • Provide monitoring and analysis of the Division, timely readjustment of priorities, advice on legal considerations and risk assessment. • Facilitate meetings within the division such as divisional retreats, weekly meetings, townhalls • Perform other work-related duties and/or assignments as required.

• Professionalism: Has good knowledge of administrative, budgetary, financial, asset and human resources management policies, practices and procedures including information and communication technology needs. Is able to recommend new and improved methods and systems for accomplishing work assignments and to keep abreast of new developments in the assigned area of work. Is able to apply various United Nations administrative rules and regulations in work situations. Has analytical and evaluative skills and is able to identify issues, formulate opinions, make conclusions and recommendations. Demonstrates comprehensive knowledge of information technology and its application in work assignments. Is able to look for ways to continuously enhance financial performance in the office. Has ability to analyze and interpret data in support of decision-making and convey resulting information to management. Shows pride in work and in achievements; demonstrates professional competency 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. • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs which one has responsibility within prescribed time, cost and equality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. • Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients ‘point of view; establishes and maintains productive partnership with clients by gaining their trust and respect; identifies clients ´needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients ´environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services clients.

An advanced university degree (Master’s degree or equivalent) in public or business administration, accounting, finance, economics or similar relevant field is required. A first-level university degree in similar fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Not available.

A minimum of seven years of progressively responsible professional work experience at international level in providing support to senior leaders in office coordination, advisory functions and operational processes is required. Demonstrated work experience supporting clients and stakeholders in coordination and programme management is required. Work experience coordinating large teams and managing cross-cutting initiatives in an international setting is required. Proven work experience evidencing expert-level skills in the practical use of Microsoft Office applications, particularly PowerPoint and Excel, is required. Work experience with the policies, procedures, and operational frameworks of the United Nations or a similar international organization (e.g. HR, finance, programme management) is desirable. Relevant experience addressing complex organizational issues or implementing change management processes in international organizations is desirable. Work experience with SAP/Umoja or Inspira is desirable. Work experience with the United Nations or another large international organization is desirable. Work experience with multiple United Nations organizations is desirable. Experience in data analytics or related area is desirable.

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

This is a project post. Filling of this position is subject to funding availability and the initial appointment will be for a period of one year. Extension of the appointment will be subject to extension of the mandate and/or the availability of the funds. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.  At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity.  All employment decisions are made on the basis of qualifications and organizational needs.  The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff.  Female candidates are strongly encouraged to apply for this position. Vienna is classified in the H category (family duty station).

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.