Programme Management Assistant

  • Added Date: Friday, 12 June 2020
  • Deadline Date: Saturday, 11 July 2020

Org. Setting and Reporting

This position is located in the Office of the Director for Coordination and Shared Services (ODCSS) serving the Departments of Political and Peacebuilding Affairs (DPPA) and Peace Operations (DPO). The Office of the Director for Coordination and Shared Services enables, directs and coordinates departmental efforts to ensure the effective integration and management of both Departments. The incumbent will report directly to the Director.

The Department of Political and Peacebuilding Affairs (DPPA) focuses primarily on five action areas in international peace and security, ensuring sound analysis and early warning, preventing conflict and engaging in peacemaking, managing political crises and violent conflicts, sustaining peace, and enhancing partnerships. The Department's mandate is to prevent and resolve conflict through inclusive political solutions.

The Department of Peace Operations (DPO) provides political and executive direction to UN peacekeeping operations around the world and maintains contact with the Security Council, troop and financial contributors, and parties to the conflict in the implementation of Security Council mandates. The Department works to integrate the efforts of UN, governmental and nongovernmental entities in the context of peacekeeping operations. DPO also provides guidance and support on military, police, rule of law, mine action and other relevant issues to other UN political and peacebuilding missions.

Responsibilities

Within limits of delegated authority, the Programme Management Assistant will be responsible for the following duties:

โ€ข Assists in the coordination of programme/project planning and administrative matters for the Office of the Director; monitors status of programme and receipt of relevant documentation for review and approval.
โ€ข Provides direct assistance to the Director, including the maintenance of his/her calendar and scheduling.
โ€ข Reviews project documents 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.
โ€ข Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
โ€ข Serves as focal point for administrative coordination of the Office, involving extensive liaison with the DPPA-DPO Executive Office 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.
โ€ข Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
โ€ข Serves as correspondence focal point for ODCSS including quality control and registration of all outgoing correspondence.
โ€ข Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
โ€ข Provides guidance/training to new/junior staff.
โ€ข Performs other duties as assigned.

Competencies

PROFESSIONALISM
โ€ข Shows the ability to provide administrative support in accordance with administrative policies, processes and procedures.
โ€ข Knowledge of electronic and paper record keeping and relevant information systems and networks.
โ€ข Ability to undertake research, maintain records in a systematic fashion and to retrieve materials with maximum speed and accuracy.
โ€ข Demonstrates professional competence and mastery of subject matter.
โ€ข Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
โ€ข Shows persistence when faced with difficult problems or challenges.
โ€ข Remains calm in stressful situations.
โ€ข Shows pride in work and in achievements.
โ€ข Is motivated by professional rather than personal concerns.

TEAMWORK
โ€ข Works collaboratively with colleagues to achieve organizational goals.
โ€ข Solicits input by genuinely valuing others' ideas and expertise.
โ€ข Is willing to learn from others.
โ€ข Places team agenda before personal agenda.
โ€ข Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position.
โ€ข Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

PLANNING & ORGANIZING
โ€ข Develops clear goals that are consistent with agreed strategies.
โ€ข Identifies priority activities and assignments.
โ€ข Adjusts priorities as required.
โ€ข Allocates appropriate amount of time and resources for completing work.
โ€ข Foresees risks and allows for contingencies when planning.
โ€ข Monitors and adjusts plans and actions as necessary.
โ€ข Uses time efficiently.

Education

High School diploma or equivalent.

Work Experience

Five years of progressively responsible experience in general office support or related area is required.
Experience in the United Nations system or a similar public international organization is required.
Experience in a front office in the United Nations System or in a similar public international organization is desirable.
Experience in in the use of database tools and an SAP based enterprise resource planning (ERP) system, such as Umoja is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post fluency in English is required. Knowledge of another official UN language is desirable.

Assessment

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

Special Notice

Appointment against this post is for an initial period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of funds.

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.

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 Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.

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 โ€œsexual exploitationโ€ 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 โ€œsexual abuseโ€ means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term โ€œsexual harassmentโ€ 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 perpetratorโ€™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 โ€œManualsโ€ 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 APPLICANTSโ€™ BANK ACCOUNTS.

This vacancy is archived.

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