Programme Management Assistant

  • Added Date: Friday, 21 June 2019
  • Deadline Date: Saturday, 20 July 2019

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Org. Setting and Reporting

This position is located in the Office of the Executive Secretary of the Economic Commission for Europe (UNECE), Geneva. The incumbent will be under the direct supervision of the Executive Secretary of UNECE.

Responsibilities

Within limits of delegated authority, the selected candidate will:

-Assists in the coordination of programme/project planning and preparation work for medium-size components of the UNECE's programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval by the Executive Secretary of UNECE.

-Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues, as per requests from the ExecutiveSecretary of UNECE.

-Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions , e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.

-Reviews project documents, especially cost plans, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature ; identifies inconsistencies; distributes project documents to relevant parties upon approval.

-Makes travel arrangements, searches for alternate transport possibilities, process actions in Umoja, handles visa formalities, hotel accommodation and Expense Reports; prepares all required documentation in connection with attendance at meetings both inside and outside of Geneva and formulate a travel schedule accordingly for the Executive Secretary.

-Answers and screens telephone calls, redirecting when necessary to senior staff dealing with the subject and prioritize urgent communications for the Executive Secretary's attention.

-Maintains and updates subject and chronological filing system, both physical and electronic; establishes and implements a system of electronic mail boxes and addresses to ensure a comprehensive electronic filing system for electronic mail messages and contact networks.

-Takes care of all protocol related issues for the Executive Secretary (press, receptions, drivers, special events etc.); keep a record of the movements of Directors and Chiefs of Programmes.

-Communicates actively with Senior Officials within the UN Secretariat and UN system, Permanent Representatives and Mission staff, Intergovernmental bodies, non-governmental organizations, government officials, ambassadors, Representatives of the media, international organizations, civil society etc.

Competencies

Professionalism: 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. Ability to work well with figures, undertake basic research and gather information from standard sources. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

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.

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.

Education

High school diploma or equivalent is required.

Work Experience

At least 5 years of experience in programme or project administration, technical cooperation or related area; of which preferably 2 years within the UN. Proficiency in the use of office automation tools is desirable.

Languages

Fluency in English and knowledge of French is required.

Assessment

Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the United Nations Administrative Assessment Support Test (ASAT) at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, ICTY or the Global General Services Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

This vacancy is archived.

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