Programme Management Assistant [Temporary]

  • Added Date: Thursday, 16 March 2023
  • Deadline Date: Wednesday, 22 March 2023
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Org. Setting and Reporting

The position is located in the United Nations Development Coordination Office (UNDCO) and reports to Director of Business Management Branch.

Responsibilities

Within delegated authority, the Programme Management Assistant is responsible for the following:

路 Provides assistance in support of planning and implementation activities/processes for, a large and highly complex component of the departmental programme/project initiatives.

路 Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics.

路 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.

路 Manages the agenda for the Chief of Branch; schedules activities on behalf of the Chief of Branch, with appropriate consultation as required; prioritizes activities and addresses competing demands.

路 Maintains communications between the Chief of Branch and senior staff; , keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the the Chief of Branch.

路 Assists in the overall functioning of the branch; provides substantive and general support in managing priorities and work flow of the Chief of the RC System Operations Management Section and within the Section; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.

路 Manages information workflows; supports knowledge management in the RC System Business Management Branch.

路 Supports communications of operational matters of the RC system; performs research on operational policies when addressing inquiries on complex issues.

路 Provides general support services in the organization of learning sessions in the Branch.

路 Manages leave plans for the Branch.

路 Undertakes representational duties on behalf of the Chief of Branch. Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc; scan reports from specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the Chief of Branch.

路 Independently handles a wide range of complex information requests; drafts responses.

路 Supports the Chief of Section in developing presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.

路 Supports the Chief of Branch in meeting preparations, management of agenda, and tracking of decisions and results ensuring actions are implemented in a timely manner.

路 Establishes/improves procedures and systems to ensure smooth functioning of the Branch, including filing (paper and electronic) systems.

路 Organizes official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).

路 Prepares, processes and classifies confidential information.

路 Handles a wide range of processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, expense statements, telecommunications charges, equipment purchase, service and supply requisitions, conference room bookings, etc.).

路 Exercises quality control function for all outgoing documents. Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases.

路 Maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.

Drafts and screens communications related to all aspects of programme/project operations, including work plan and budgets, revisions and other related issues.

Work implies frequent interaction with the following:

UNDCO senior management and other UNDCO staff.

Resident Coordinators and Resident Coordinator Office staff

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, etc.

Competencies

鈥 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 use IMIS and IMDIS as required. Knowledge and understanding of the functions and organization of the Division for Sustainable Development, knowledge of the organizational structure and respective roles of related units in the Department and in the UN Secretariat; 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.

鈥 TEAMWORK: Works collaboratively with colleagues to achieve organizational goals;
solicits input by genuinely valuing others鈥 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.

鈥 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.

Education

High school diploma or equivalent. Must have passed the United Nations Global General Services Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away.

Work Experience

Seven years of progressively responsible experience in programme, project or general office administration, or related areas is required

Experience working with senior UN or comparable leadership designation is desirable.

Experience in the United Nations system or a comparable international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates for this job opening may include a substantive assessment which may be followed by a competency-based interview.

Special Notice

This position is temporarily available until 31 December 2023. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff, as per the Secretary General麓s Gender Parity Strategy. Female candidates are strongly encouraged to apply for this position. #United_for_Gender_Parity

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application


At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application

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 鈥渟exual exploitation鈥 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 鈥渟exual abuse鈥 means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term 鈥渟exual harassment鈥 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鈥檚 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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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 鈥淢anuals鈥 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鈥 BANK ACCOUNTS.

This vacancy is archived.

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