National Individual Contractor: Project Team Assistant

Result of Service

Under the overall supervision of the Head of Office and within the framework of the CPCJ programme, the Individual Contractor will perform the following tasks: 3.1 Programme and activity coordination • Support the substantive and operational implementation of CPCJ activities across its six outcomes and related criminal justice reform priorities • Assist in the preparation and updating of activity workplans, implementation calendars, travel schedules, mission plans, procurement trackers and follow-up matrices.

• Coordinate administrative arrangements for meetings, workshops, trainings, consultations, missions and field activities, including venue arrangements, participant lists, invitations, attendance sheets, travel follow-up, materials and post-event documentation. • Draft meeting notes, minutes, activity reports, back-to-office reports and action-point trackers, and follow up with relevant team members and implementing partners on agreed actions. • Maintain organized electronic and physical records of programme activities, correspondence, approvals, procurement files, participant documentation and relevant evidence for audit, monitoring and reporting purposes.
• Support coordination with CPCJ implementing partners and government counterparts to facilitate timely implementation and follow-up of agreed activities. 3.2 Research, analysis and knowledge support • Conduct desk research and compile information on crime prevention, criminal justice, access to justice, legal aid, prison reform, alternatives to imprisonment, case management and justice-sector coordination. • Assist in collecting, organizing and summarizing quantitative and qualitative information from programme reports, policy documents, legal instruments, stakeholder inputs and field consultations.
• Prepare research briefs, literature summaries, analytical notes, consultation summaries and evidence tables to inform programme planning, monitoring and decision-making. • Support the compilation of information on training needs, target institutions and beneficiaries, stakeholder engagement and results achieved under the CPCJ programme. • Monitor relevant criminal justice sector developments, reforms, policies and emerging trends and prepare concise updates for internal use by the programme team. • Support the preparation and consolidation of programme results, indicators, beneficiary figures and other evidence required for programme monitoring and donor reporting.

3.3 Administrative and operational support • Provide day-to-day administrative support to the Crime Prevention and Criminal Justice Programme, including scheduling, correspondence, document formatting, filing, scanning, records management and logistical follow-up. • Assist in the preparation of procurement plans, requisitions, terms of reference, technical specifications, evaluation documentation and follow-up correspondence with procurement colleagues, vendors and service providers. • Support procurement processes by tracking timelines, compiling documentation, following up on goods and services delivery, supporting receipt and inspection processes, and maintaining complete procurement records.

• Assist in preparing budget estimates, expenditure estimates, financial reports, payment-supporting documentation and budget-monitoring summaries. • Coordinate with project staff in the preparation and review of expenditure reports and support monitoring of expenditures to help ensure that spending remains within authorized levels. • Support compliance with applicable United Nations and UNODC rules, regulations, financial procedures, audit requirements and internal controls. • Assist with asset management, including recording, monitoring, receipt and inspection reports, transfer or disposal documentation, and support to audit or inventory verification missions.
• Support shipment, receipt and clearance of programme equipment and materials, where required, in coordination with relevant administrative, procurement and logistics units. 3.4 Field missions, stakeholder liaison and communication support • Support arrangements for field missions within Uganda, including draft itineraries, travel requests, security-clearance follow-up, accommodation coordination, transport arrangements, mission packs and post-mission documentation. • Liaise with implementing partners, Government counterparts, consultants, vendors, civil society organizations and programme participants on administrative and logistical matters, under the guidance of programme staff.
• Support the preparation of background documents, presentations, briefing notes, summaries, talking points, speeches and other materials for meetings, missions and programme events. • Support the development of fact sheets, newsletters, human-interest notes, reports and other communication materials highlighting CPCJ results and the work of UNODC in Uganda. • Compile draft content for social media and visibility products, ensuring that content is accurate, cleared through appropriate channels and aligned with donor and UNODC visibility requirements. • Contribute to the development of co-funding proposals, concept notes and donor-reporting inputs by compiling background information, data, results, activity updates and partner inputs