Operations and Programme Support Coordinator

Background

Within the framework of the Regional Programme on Drug Control, Crime Prevention and Criminal Justice Reform in the Arab States 2016-2021, UNODC has an ongoing country programme in Jordan including a number of projects, aiming to contribute to peace and stability with focus on combating organized crime, supporting criminal justice system and promoting the rule of law (RoL). The programme is being implemented in partnership with mainly; the justice and security sectors, in addition to other national and international partners with support from several international donors. UNODC’s strategic intervention in Jordan contributing to the criminal justice reform and advancing the institutional capacities of the relevant law enforcement institutions as well as enhancing inter-agency coordination to respond and combat more effectively the multi-faceted transnational organized crime including terrorism, in line with international norms and standards while ensuring full respect of international human rights principles and sharing international best practices. Under its country programme in Jordan, UNODC developed a multi-year project (2014-2022) under the title; “Strengthening the Working Methodologies of the Public Security Directorate (PSD) and International Legal Cooperation in Criminal Matters with focus on Organized Crime including Digital Evidence and Terrorism cases in Jordan, (JOR/Z09)”. Under phase I (2014-2016), the project aimed to contribute to the protection of citizens, including children in contact/conflict with the law and strengthening the criminal investigation with respect to human rights and in line with international standards. Phase II of the project will be implemented during the period (2019 – 2022) with funds from the European Union , aiming to contribute to the EU programme ‘Support the Rule of Law in Jordan’ by enhancing the framework of international legal cooperation, through addressing institutional capacity advancement and inter-agency coordination, including capacity building and training activities combined with the enhancement of relevant IT systems.

Under phase II, the project will focus on (i) enhancing international cooperation and mutual legal assistance in criminal matters; (ii) improving coordination and cooperation between law enforcement and judicial institutions on international cooperation requests and during criminal investigations on organized crime cases; and (iii) building capacities of the judiciary on the use and handling of digital evidence in complex criminal cases.

The Regional Programme is managed from the UNODC Regional Office for the Middle East and North Africa (ROMENA), under the direct oversight of the UNODC Regional Representative. At the institutional level, a Programme Coordination and Analysis Unit was established in ROMENA to oversee the Regional Programme development and implementation. This Unit, under the overall supervision and management of the Regional Programme Coordinator, will have overall oversight responsibility with regard to achieving the results of the Regional Programme.

Smooth implementation of the UNODC activities in Jordan, which in return contributes to the Regional Programme.

Duties and Responsibilities

Under the direct supervision of the UNODC Country Programme Manager and the Head of the Programme Coordination and Analysis Unit, and under the overall guidance of the Regional Representative, and in close cooperation with the UNODC ROMENA staff concerned, the Operations and Programme Support Officer will, within the assigned authority, perform the following tasks:

Summary of the key functions:

The incumbent will support and assist in the provision of technical and administrative services related to UNODC programme implementation in Jordan. The incumbent will carry-out the following general tasks:

• Contribute to the implementation of UNODC technical assistance activities in Jordan, but also in other MENA countries as required, by undertaking administrative support activities and other assigned tasks; and
• Work in close collaboration with UNODC staff both in Cairo and in the Programme Offices in the MENA region to coordinate activities and to ensure consistent service delivery in Jordan and assist the Country Programme Manager in Jordan and, other Project Coordinators and Programme/Project Associates/Assistants, by monitoring a range of administrative matters, including financial flows, expenditures, procurement and other budgets/financial reports.
• Specific tasks to be performed by the Operations and Project Support Officer:

Administration and logistics:

• Coordinate the administrative and logistical implementation of the project strategies and activities,
• Control and administer all project documents and maintain updated records for the different project deliverables and revisions;
• Support the preparation of travel requests and expense reports for meetings’ participants;
• Organize – in collaboration with relevant staff- international and/or national conferences, meetings, seminars, training, and workshops held within or outside Jordan, including travel to the activities’ locations inside and /or outside Jordan as required, as well as prepare all the related documents (agenda, presentation, opening remarks and invitations, …etc.) and coordinating with relevant stakeholders and actors for organizing workshops and different events as required;
• Prepare travel plans and organize all logistical aspects for the various missions linked to the programme activities, and other UNODC staff as required. Prepare travel requests for approval by Certifying Officers, liaise with travel agents to issue air tickets, liaise with UNODC Headquarters or UNDP for payment of daily subsistence allowances (DSAs) and terminal expenses, and determine appropriate budget lines;
• Support Projects staff within the team, to always ensure work efficiency and quality. 
• Contribute to developing a filing system for the activities under the country programme, and maintain filing accordingly;

Budget and finance:

• Support the Programme Manager in ensuring UNODC Policies and Procedures, Financial Rules and Regulations (FR&R) are adhered to for efficient project implementation and progress;
• Develop Yearly Budget estimates for project activities for the timely and realistic achievement of the project objectives, monitor expenditures per funding agreement and recommend reallocation of funds as necessary;
• Initiate financial tasks, as per the role attributed in the  SAP Enterprise Resource Planning System (ERP);
• Track expenditure and take relevant action when required to revise budgets;
• Control, administer, and maintain all supporting project financial documents for audit and review processes;
• Review weekly activity reports and quarterly financial reports with respect to outputs based on work plans and budget forecasts
• Provide support to the programme on aspects related to expenditures and the preparation of payment requests in UNODC administrative systems;
• Develop cost estimates and budget revisions for project activities for the timely and realistic achievement of the project objectives, monitor expenditures per funding agreement and recommend reallocation of funds as necessary;
• Create and follow-up the issuance of payment requests for services and goods procured and costs incurred for the purposes of the project;
• Monitor the liquidation of project commitments upon completion and the release of committed funds;
• Monitor extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures;
• Monitor integrity of various financial databases and verify accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued;
• Create and follow-up the issuance of GR, SES and payment requests for services and goods procured and costs incurred for the purposes of the project;
• Reconcile the transactions issued by UNDP in the corresponding reconciliation portal.
• Draft or prepare correspondence to respond to enquiries in respect to relevant financial and budget matters and assist in preparation of periodical reports: budget performance reports, cash flow, contributions, etc;

Procurement:

• Coordinate the development of annual procurement plans for all project activities.
• Review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds;
• Plan and organize procurement of goods and services required for the UNODC ensure compliance with Umoja system and UNDP regulations.
• Conduct market surveys, define the requirements and specifications for the procurement of goods and services in line with UN procurement rules and regulations, and prepare UNODC Jordan annual procurement plan. In doing so, the incumbent will prepare solicitation documents and liaise with interested bidders, prepare all required additional documentation in relation to procurement, issue purchase orders and follow-up with UNODC Headquarters and UNDP regarding the issuance of related financial authorization and settling the payments;
• Prepare all documents needed for the issuance of consultants’ contract and follow up on payment requests of their fees as per their terms of reference; Prepare all the necessary payment requests in UNODC financial and administrative systems (Umoja) and follow up with the UNDP Office in Jordan on expenditures and payments;
• Support in preparation of short-term contracts in accordance with UNDP requirements and procedures, exercising control over observation of contract terms and periods;

Staffing:

• Update online staffing tables and follow up on staff payments;
• Supervise the daily work of project assistants and project associates under the project and provide operational guidance;
• Preparation of Terms of Reference (ToR) for required inputs in the projects (staff, individual and institutional consultancy services, procurement of goods and services, organization of training, seminars, etc.), with expert and/or client support as required;
• Providing induction briefings to newly recruited staff and render support to consultants during their assignment;

Substantive:

• Assist the Programme Manager in the preparation of project completion reports and ensure compliance with contractual obligations.
• Provide substantive inputs to assist the Project Coordinators and Officers in the preparation of project reports and documents.
• Assist the Programme Manager in monitoring all HR requirements and related activities under the Projects
• Contribute to drafting technical reports/ assessments submitted within the framework of the programme implementation and provide substantive input when necessary;
• Represent the office in different meetings, working groups upon request or assignment from the country programme manager and ensure the office visibility among other UN agencies and or other international organizations and stakeholders;
• Support in the monitoring, evaluation and implementation of the programme activities, including indicators regarding programme implementation against work plans;
• Compilation and preparation of briefing and presentation materials, minutes of meetings, speeches, background information and documentation for meetings and missions.
• Custodian for management of office supplies including; maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Custodian of the office petty cash.
• Drafting and translation of correspondences from Arabic to English and vice versa, when needed.

Competencies

Corporate Competencies:

1. Demonstrates commitment to UNODC mission, vision and values.
2. Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

 Functional Competencies:

• Teamwork:  Good interpersonal skills and ability to establish and maintain effective partnership and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender.
•  Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently;
• Communications:  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 the audience; demonstrates openness in sharing information and keeping people informed;
• Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

Required Skills and Experience