Programme Assistant

Organizational Context

This Programme Assistant position is based in the UNICRI Liaison Office in Rome. The role operates under the direct supervision of the Programme Officer (Rome Liaison Officer) and the functional guidance of the Chief of the Centralised Management Unit, contributing to the institute's mission as detailed on www.unicri.org.

Job Purpose

The Programme Assistant provides essential administrative and logistical support to facilitate the implementation of project activities within the UNICRI Liaison Office in Rome. This includes coordinating workshops and events, managing payments and procurement, maintaining vendor and counterpart databases, and drafting correspondence. The role also supports UNICRI staff in Rome and remote offices with meeting and travel arrangements, contract issuance, and financial administration using the SAP system (UMOJA/IPSAS). Additionally, the assistant contributes to visibility and outreach efforts, prepares background documents, and assists with data collection and reporting, ensuring the smooth operation of projects and effective communication.

Responsibilities

Provide comprehensive administrative support for project activities, including logistical coordination for events, timely processing of payments, vendor management, and meeting scheduling. Maintain updated databases of counterparts and draft correspondence, including for high-level officials. Facilitate document translation and prepare terms of reference for non-staff recruitment. Support UNICRI staff in Rome and remote offices with meeting and travel organization, including preparing necessary documentation and processing expense reports. Issue consultancy, internship, and fellowship contracts in compliance with UNICRI procedures. Utilize the SAP system (UMOJA/IPSAS) for financial tasks such as creating shopping carts, managing fund commitments, and assisting with budget creation and expenditure monitoring. Prepare financial reports and project documents, ensuring proper dissemination and security of information. Provide general office support, process mail, and follow up on pending actions. Support visibility and outreach activities, including preparing communication materials and drafting web content. Assist in preparing background documents, briefing notes, and presentation materials for meetings. Contribute to data collection, analysis, and reporting for knowledge management and decision-making.

Work Experience

A minimum of five years of relevant experience in administrative programme/project support is required. This experience should include logistical assistance. The minimum requirement is reduced to three years for candidates with a first-level university degree or higher. Experience with SAP (Umoja) or similar ERP systems, the UN Common System, or supporting liaison functions is desirable.

Skills

Organizational and logistical skills, Professionalism, Communication (written and verbal), Teamwork, Data analysis and interpretation, SAP (Umoja) or ERP systems, Administrative support, Event coordination, Financial administration, Vendor management.

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