Programme Assistant (Administration)

Org. Setting and ReportingThis position is located in the United Nations Development Coordination Office (UNDCO) Regional Office for Europe and Central Asia based in Istanbul. To ensure a United Nations that is fit-for-purpose to deliver on the ambition of the SDGs, the General Assembly adopted the most far-reaching development reforms in the history of the organization in May 2018. At the core of resolution 72/279 was the establishment of a reinvigorated, independent, impartial, and empowered Resident Coordinator (RC) system to support a new generation of UN country teams (UNCTs). A critical investment in RC system capacities is the strengthening of the Development Coordination Office (DCO), including, for the first time, at the regional level. The DCO Regional teams play a pivotal role in supporting the work of RCs, RC Offices (RCOs), and UNCTs and facilitating coordination of the UN's regional assets to deliver efficient and effective operational activities at the country level and in cross-border settings. The DCO Regional teams are part of DCO headquarters capacities, located in the same region as the countries within their remit. The Regional Director reports to the Assistant Secretary- General (ASG) and Director, DCO, as First Reporting Officer, and to the Chair of the Regional UN Sustainable Development Group (UNSDG) as Second Reporting Officer. The incumbent reports to the Regional Director, UNDCO, Istanbul. ResponsibilitiesWithin delegated authority, the Programme Assistant [Administration] is responsible for the following: • Assists in the overall functioning of the UNDCO Regional Office. • Provides substantive and administrative support in managing priorities and workflow of the regional office; coordinates and monitors multiple and diverse activities to ensure that management directives and decisions are properly carried out and products delivered in a timely manner. • Manages operational support activities (procurement, travel, leave management) for the Regional Office. • Manages financial resources; provides reporting on use of funds, and tracks progress on workplan. • Organizes procurement of consultants, and contract and vendor management. • Provides logistical support for training, meetings, and events, and administrative support and correspondence management. • Manages scheduling on behalf of the Regional Director. • Organizes meetings, etc., handling all necessary arrangements. Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases. • Provides assistance in support of planning and implementation activities/processes for the Regional Director, handling a large and highly complex component of the departmental programme/project initiatives. • Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics. • Assists in the coordination of programme/project planning and preparation; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval. • Maintains expert roster management and the identification of consultants to support the region/countries, in collaboration with UNDCO Headquarters. • Oversees preparations of annual results and financial reporting and drafts minutes of regional meetings. • Supports the identification of expertise for the provision of regional support to United Nations Country Teams (UNCTs). • Compiles and analyzes basic data from a variety of sources (including UMOJA), summarizing and presenting conclusions for review by manager. • Undertakes representational duties on behalf of the Regional Director. • Screens and prioritizes incoming correspondence; compiles relevant background documents and references; identifies issues requiring the Regional Director ‘s attention and refers others to relevant officers for appropriate disposition; monitors and follows-up on actions to be taken. • Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.; scans reports provided by specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the manager. • Independently handles a wide range of complex information requests; and drafts responses. • Supports the Regional Director and other senior managers developing presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc. • Performs other related duties, as required. Work implies frequent interaction with the following: UNDCO Director and R-DCO staff. UN Resident Coordinators and UN Country Teams. UNDCO Regional Desks Officers. UNSDG Representatives (including Regional Economic Commissions) and senior staff in UN Secretariat. Managers and staff within UNDCO. Chairs and leadership of regional and sub-regional inter-governmental regional bodies and regional directors UN offices, funds, programmes and specialized agencies. Representatives of Governments and representatives of partners organizations, including private sector, academia and non-governmental organizations. Senior officials within the UN Secretariat and UN system. Intergovernmental bodies, non-governmental organizations, government officials, ambassadors, representatives of the media, international organizations, etc. Results Expected: Demonstrates effective and independent handling of the administrative and office support requirements of the UNDCO Regional Office. Establishes effective office procedures and systems. Provides timely tracking and monitoring of processes, deadlines and initiates quality control of key outputs and appropriate follow-up actions, etc. Demonstrates initiative in identifying and resolving problems in the context of work assignments and functions. Effectively supervises mentors and trains office support staff. Discretely handles highly confidential and sensitive matters. Appropriately applies relevant policies, guidelines, procedures and processes. Effectively functions as a key communications link and liaison with a broad range of internal and external contacts, many of which at senior levels. CompetenciesProfessionalism: 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. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. 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. Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of seven years of experience in programme or project support and administration, technical cooperation, or related areas, is required. A minimum of three years of experience organizing and coordinating meetings, conferences and events is required. Experience with procurement and finance is desirable. Field experience in development cooperation is desirable. Experience in the United Nations system or a comparable international organization is desirable. Experience with inter-agency or inter-organizational collaboration in the development sector is desirable. Experience working in a multicultural team at country, regional, or global level is desirable. Experience working with senior officials in the United Nations System or a comparable international organization is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English and Turkish 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).