Administrative Assistant

Org. Setting and ReportingThis position is located in the Regional Office for West and Central Africa (ROSEN), Division for Operations (DO) of the United Nations Office on Drugs and Crime (UNODC), in Dakar, Senegal. The Administrative Assistant (Human Trafficking and Migrant Smuggling) will work under the direct supervision of the Trafficking in Persons and Smuggling of Migrants (TIP/SOM) Programme Coordinator, in ROSEN, the overall guidance of the UNODC Regional Representative, also in ROSEN, and the substantive guidance of the Team Leader, Technical Cooperation and Field Support, Human Trafficking and Migrant Smuggling Section (HTMSS), Organized Crime and Illicit Trafficking Branch (OCB), Division for Treaty Affairs (DTA), United Nations Office on Drugs and Crime (UNODC). For more information on UNODC, please visit the website www.unodc.org ResponsibilitiesWithin assigned authority, the Administrative Assistant will assist in the implementation of anti-human trafficking and migrant smuggling technical cooperation activities under UNODC’s projects “Promoting Cooperation and Action against Trafficking in Persons and the Smuggling of Migrants at Global Level (PACTS)” and “Global Action against the Financial and Digital-based Dimensions of the Smuggling of Migrants”, in Senegal and Mauritania as well as support the operations of the TIPSOM Unit of the UNODC Regional Office for West and Central Africa as required. In particular, the incumbent will be responsible for the following specific duties: • Provide assistance on general administration, travel, logistics, and procurement issues on related activities linked to Trafficking in Persons and Smuggling of Migrants projects in West and Central Africa, and in particular, projects PACTS and Global Action against the Financial and Digital-based Dimensions of the Smuggling of Migrants. • Support the organization of UNODC events/activities under the projects in Senegal, Mauritania and other West and Central African countries, including official correspondence, accounting, preparing communication tools, and providing any necessary support. • Initiate and follow up on payment requests, interact with participants and providers to find administrative solutions in line with rules and regulations. • Ensure the initiation and follow-up of procedures in UMOJA (e.g., travel requests, vendor account creation, and payment tracking for suppliers and individual contractors), in line with internal procedures of the Support Services Section at ROSEN and UNODC Headquarters Maintain inventory of office equipment, ensure the procurement and delivery of necessary supplies, ensure up to date property management, and contribute to grants management. • Draft correspondences, reports, and prepare requested supporting documents related to general administration tasks and specialized tasks, taking all necessary measures to ensure the confidentiality of certain files. • Interact with visitors and staff, schedule appointments, take meeting minutes/notes, and provide informal interpretation tasks when needed. • Compile and prepare briefing kits and other information and documents for visitors and missions. • Produce various reports/statistics based on internal and external data. • Provide support in budget preparation and collect/provide information for audits. • Ensure that all official travel is conducted in accordance with the United Nations travel rules and regulations (using authorized companies, obtaining advance security visas, etc.) and that all staff travel documents are valid before initiating any travel arrangements (passport, visa, residence permit, etc.). • Maintain well-organized filing of all relevant task-related documents and ensure electronic and paper archiving of administrative documents. • 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, presentations, banners, etc. • Perform other work-related tasks assigned by the supervisor. CompetenciesProfessionalism: Has knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Has understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Is able to work well with figures, undertake basic research and gather information from standard sources. Has demonstrated ability to apply good judgment in the context of assignments given. Has ability to perform analysis, modelling and interpretation of data in support of decision-making. Has strong organizational, interpersonal and communication skills, including proven ability to communicate effectively with government officials. 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; 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. Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. 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 partnerships 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 to client. EducationHigh school diploma or equivalent is required. Additional training, certification, or coursework in accounting, finance, administration, procurement, or a related field is desirable. Job - Specific QualificationAdditional training, certification, or coursework in accounting, finance, administration, procurement, or a related field is desirable. Work ExperienceA minimum of five (5) years of work experience in programme or project administration is required. The minimum number of years of relevant work experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Work experience with an Enterprise Resource Planning (ERP) system is required. Work experience in managing data processing tools (i.e. Office 365, power BI) is required. Work experience in a multicultural environment is required. Work experience with an international organization is desirable. Work experience with SAP/Umoja is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English and French are required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).