Programme Management Assistant

Org. Setting and ReportingThe objective of the United Nations Convention to Combat Desertification (UNCCD) is to combat desertification and mitigate the effects of drought in countries experiencing serious drought and/or desertification around the world, particularly in Africa, through effective action at all levels, supported by international cooperation and partnership arrangements with a view to contributing to the achievement of sustainable development in affected areas. The functions of the secretariat are, among others, to make arrangements for sessions of the Conference of the Parties (COP) and its subsidiary bodies; to compile and transmit reports submitted to it; to facilitate assistance to affected developing country Parties, on request, in the compilation and communication of information required under the Convention; to coordinate its activities with the secretariats of other relevant international bodies and conventions. The mission of the Communications, External Relations and Partnerships (CERP) unit is to elevate the UNCCD issues on the global agenda and build coalitions for action to address desertification, land degradation and drought. To achieve this goal, the unit communicates relevant and persuasive policy messages, promotes the brand and overall reputation of the institution, bridges the science-policy interface, and builds partnerships that expand the UNCCD’s reach with key stakeholders such as civil society, the media and the private sector. This position is located in the UNCCD Headquarters in Bonn, Germany. The incumbent reports to the Chief, CERP Unit. ResponsibilitiesWithin limits of delegated authority, the Programme Assistant may be responsible for the following duties: • Assists in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval. • Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues. • Reviews project documents, especially cost plans/budgets, 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. • Drafts a variety of correspondence and other communications for signature/approval related to all aspects of programme implementation. • Provides general office assistance; responds to information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records (both paper and electronic); organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc. • Carries out procurement of goods and services, including: catering, hotel and conference services, equipment, tools, and ensures timely payment of vendors for all services and goods procured. • Performs under minimal supervision variety of administrative duties (e.g. leave recording, meeting and events organization, reservations, budget follow-up, etc.) including preparing and/or processing administrative requests/documents (e.g. preparation of TOR, consultancy requests, expense claims, requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.). • Generates a variety of standard statistical and other reports, work orders, etc., using various databases including SAP/Umoja. • Supports liaison with key partners and high-profile personalities, including making necessary arrangements for their participation in events and other ongoing engagements with UNCCD. • Performs any other job-related activities required to achieve the goals and objectives of the team, the Unit, the Programme or the secretariat. 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 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. Planning & 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. EducationHigh school diploma or equivalent; Very good knowledge of modern office procedures; good knowledge of diverse Office Automation Packages (Word, Excel, PowerPoint, etc.) is required. Job - Specific QualificationNot available. Work ExperienceA minimum of five (5) years of experience in programme or project administration, technical cooperation or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level degree or higher. Experience in drafting and editing correspondence, as well as preparing accurate and concise meeting notes using Microsoft Office applications, is required Experience working with an Enterprise Resource Planning (ERP) system such as SAP is required. Experience working in a front office is desirable. Experience working with United Nations System and/or other similar international organizations is desirable. LanguagesFor the post advertised, fluency in oral and written English is required. Knowledge of another official UN language is an asset. AssessmentEvaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview. Special NoticeAppointment against this post is for an initial period of one year and may be subject to extension provided funds are available and performance is satisfactory. 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. The UNCCD is committed to creating a diverse and inclusive environment of mutual respect. All employment decisions are made on the basis of qualifications and organizational needs. UNCCD recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. UNCCD is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position External candidates will be considered only when no suitable candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take up the appointment. United Nations ConsiderationsAccording 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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 FeeTHE 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.