Programme Management Assistant (two posts), Montreal, Canada

  • Added Date: Wednesday, 22 June 2016
  • Deadline Date: Monday, 04 July 2016

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Posting Title: Programme Management Assistant (2 Posts), G5 (Temporary Job Opening)

Job Code Title: Programme Management Assistant

Department/ Office: United Nations Environment Programme

Duty Station: MONTREAL

Posting Period: 21 June 2016-4 July 2016

Job Opening number: 16-PGM-UNEP-62109-J-MONTREAL (X)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Special Notice

This is a temporary Job Opening. Appointment against this post is for six (6) months, a limited duration that does not carry any expectancy, legal or otherwise, of renewal.

Notes

A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position.

A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories.

For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further 'stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…' Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.

This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation.

Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station.

While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1.

A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service.

This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.

The expression 'Internal candidates', shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.

Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law.

Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.

The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English

Organizational Setting and Reporting

The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.

The Secretariat of Multilateral Fund (MFS) for the Implementation of the Montreal Protocol is dedicated to reversing the deterioration of the Earth's ozone layer. It was established in 1991 to assist developing countries to meet their Montreal Protocol commitments in complying with the control measures of the ozone-depleting substances. The Fund Secretariat in Montreal assists the Committee in this task.

The Secretariat is administered by UNEP. The two posts are located in UNEP/MFS at the Montreal duty station and are under the overall supervision of Senior Programme Management Officers.

Responsibilities

1. Project review and data collection

  • Assist in managing the project review process and ensure copies of the project had been received;
  • Review basic data for project submitted and bring to the attention of the supervisor on any discrepancies or omissions;
  • Extract data and information for project from existing databases.
  • Prepare lists, tables and charts as required;
  • Liaise with relevant agencies during project review process and follow up on responses;
  • Arrange conference calls when requested.
  • Maintain filing system (electronic and manual) for all projects under review by supervisor.

2. Prepare and finalize documents for Executive Committee meetings

  • Draft project summaries for pre-session documents when requested;
  • Proofread and make minor edit to draft text when requested;
  • Prepare, compile and format pre-session document for submission and approval of the Chief Officer's office;
  • Prepare project evaluation sheet and finalize draft multi-year agreements;
  • Draft introductions of documents prepared by the supervisor to be presented at the Executive Committee meeting;
  • Assist Programme Officer in project review tasks as required.

3. Provide support during pre-session preparation

  • Cross check and reformat translated pre-session documents;
  • Format translated document, prepare templates and documentation for posting.

4. Provide support during in-session and post-session Executive Meetings

  • Draft report, arrange electronic directories and background document for the work of the report writers;
  • In coordination with Head report writer, assemble and format individual draft report and ensure corrections are reflected in the final document;
  • Ensure that draft agreements are reviewed and checked for accuracy and completeness;
  • Assist in the completion of final meeting report and insert updates to translated versions of final report.
  • Proofread language versions of final meeting report.

5. Provide assistance to the Supervisor

  • Draft responses to routine correspondence for approval by the supervisor and ensure they are sent out in time and properly filed;
  • Assist in mission preparation;
  • Assist in preparation of presentation for international meeting and prepare terms of reference for consultants;
  • Follow-up on the implementation of the decision of the Executive Committee;
  • Draft invitations for internal and external meeting organized by the supervisor;
  • Provide overall office support in consultation with the supervisor.

6. Perform other related duties as assigned.

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.
  • Demonstrated ability to apply good judgment in the context of assignments given.
  • Shows pride in work and in achievements;
  • 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.

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 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. Computer literacy with comprehensive knowledge of word processing, spreadsheet and database applications.
  • MUST have passed the United Nations Administrative Support Assessment Test (ASAT) or the Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices away from Headquarters.

Work Experience

  • A minimum of five years of experience in the field of administration and programme support or related area.
  • Excellent typing and good writing skills required.
  • Ability to gather and analyze data is also required.

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.
  • Working knowledge of French is desirable.
  • Knowledge of another UN official language is an advantage.

Assessment

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

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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

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 At-a-Glance on 'The Application Process' and the Instructional Manual for the Applicants, which can be accessed by clicking on 'Manuals' hyper-link on the upper right side of the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira.

Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations.

Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (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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