Overview
The Investigations Assistant provides support in the development and administration of investigations, as well as clerical and administrative support.
Key Responsibilities
- Acts as the alternate Intake Officer for all allegations of misconduct received via all channels.
- Maintains Intake Register and the Detailed Complaint Register.
- Prepares statistics and relevant reports relating to cases.
- Drafts annual Information Circular on measures taken by UNIDO on established misconduct and its related memo for its publication.
- Assists carrying out fact-findings of alleged misconduct.
- Conducts preliminary evaluations on non-complex cases including preparation of preliminary evaluation report (PER).
- Participates in interviews with witnesses and subjects of interest, requests for information.
- Prepares chronology of events.
- Collates and indexes evidence enclosed in investigation reports for submission to the Director General.
- Compiles and reviews evidentiary and legal materials in support of investigation reports presented for disciplinary process.
- Assists in preparing presentations on investigation function for meetings of the Oversight Advisory Committee.
- Assists in preparing draft annual activity report on investigation activities to the Director General.
- Assists in preparing draft annual report on investigation activities to the Industrial Development Board.
- Provides general office support services.
- Drafts, edits, proofreads, and finalizes for signature and/or processes a variety of correspondence and other communications.
- Sets up and maintains reference files/records (electronic and paper).
- Performs and coordinates administrative services to include preparing and monitoring requests, liaising with relevant units, etc.
- Assists in developing material and/or presenting training sessions to internal staff.
- Assists in the preparation of investigation function work products for electronic storage, access, and circulation/publication.
- Implements new investigation techniques and best practices.
- Using ERP platform, initiates and follows up on actions related to recruitment of staff, consultants, training, purchase of equipment, payments, travel authorizations requests/claims, and deals with all related inquiries.
- Assists budgetary processes (monitoring of expenditure) for the investigation function.
- Assists in coordinating with relevant directorates and offices on matters related to procurement/external training contracts.
- Assists in compiling files (electronic and paper) for recruitment of staff for the investigation function.
- Sets up interviews.
- Assists in completing all documentation necessary in ERP system for COR/HRM to conclude the recruitment process.
- Assists in coordinating with the Investigations team to maintain general coverage for the investigation function.
- Coordinates with the EIO/OD Office Assistant on administrative matters pertaining to investigation staff.
- Performs other related duties and assignments as requested by the Senior Investigator or Director of the Office of Evaluation and Internal Oversight.
Required Experience
- A minimum of eight (8) years of work experience in providing support to managerial/professional staff and using administrative skills to assist in the execution, development, and implementation of work related to the office is required.
- Proficient use of Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.
- Experience with SAP or similar ERP software, investigation software (e.g. case management systems, TopDesk) and investigation software is desirable.
- Experience in office procedures and practices, preferably within the UN system or in a multicultural environment is required.
- Basic knowledge of financial matters, audit and investigative techniques, procedures, and standards is desirable.
Qualifications
- Completed higher secondary education is required .
- Specialized courses or training in finance, accounting and/or audit matters is desirable .
- Credit towards total working experience may be considered on a year by-year- basis, up to maximum of four years, for a higher degree education (including first university degree or equivalent diploma and/or master’s degree), in a relevant field to the post.
