Programme Assistant

Senior Programme & Policy Finance & Economy

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

Org. Setting and Reporting

The United Nations Environment Programme (UNEP) is the United Nations system designated entity for addressing environmental issues at the global and regional level. The Executive Office of UNEP provides the secretariat for the United Nations Scientific Committee on the Effects of Atomic Radiation (UNSCEAR), which is based in Vienna and whose mandate is to evaluate the sources of ionizing radiation, levels and effects on human health and the environment for the United Nations General Assembly, the scientific community and the public. Governments and international organizations rely on the Committee’s assessments as the scientific basis for evaluating radiation risk and establishing protective measures. The position is located in the United Nations Scientific Committee on the Effects of Atomic Radiation (UNSCEAR) with duty station in Vienna, United Nations Environment Programme (UNEP). The incumbent will work under the overall supervision of the Secretary of the Committee and the direct supervision of the Administrative Assistant.

Responsibilities

Within limits of assigned authority, the Programme Management Assistant will be responsible for the following specific duties: • Assist in the coordination of project planning and engagement of consultants and individual contractors involved in the work of the UNSCEAR and its secretariat; monitor status of project and contracts’ implementation and receipt of relevant documentation for review and approval. • Perform research, compile, summarize, and present basic information/data on Committee’s programme of work, scientific project and related topics or issues. • Assist in the preparation and analysis of programme/project budget proposals; provide assistance in the interpretation of budget guidelines; review and coordinate submissions of programme proposals and budget estimates, ensure that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepare reports and ensure that outputs/services are properly categorized. • Assist in the coordination of programme/project planning and preparation; monitor status of programme/project proposals; take necessary action to ensure project documents are completed and submitted to relevant parties for approval. • Serve as focal point for administrative coordination of UNSCEAR projects’ implementation activities, involving extensive liaison with experts, 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. • Compile, summarize and enter data on project delivery; draft related status reports, identifying shortfalls in delivery, budget overruns, etc., and bring to the attention of management. • Support the Secretary with planning and organization of scientific evaluations and projects to ensure timely support and delivery to the Committee. • Collaborate with project managers on performance reporting; liaise with relevant parties on the interpretation of the activities/services scheduled in the project plan and various planning instruments such as the medium-term plan and internal work plans; provide assistance on reporting requirements, guidelines, rules and procedures and ensure completeness and accuracy of data submitted. • Draft project summaries, coordinates review and clearance process, and coordinates with editors, translation services, etc. on finalization and publication of reports and other materials in multiple languages. • Draft correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepare unit contributions for a variety of periodic reports. • Provide general office assistance; log and maintain correspondence, respond to complex information requests and inquiries; organize meetings, workshops, travels; handle routine administrative tasks, such as maintaining attendance records, etc. • Prepare, maintain, and update files, log and (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. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assist with visualizations and updating information material such as web pages or brochures. • Provide guidance/training to new/junior staff, in-kind experts and interns. • Perform other work-related duties as assigned. Work implies frequent interaction with the following: • Administrative and Editorial Assistants, Secretary and Deputy Secretary. • Staff in coordinating units across the institution, e.g. Procurement/Administration/ Finance/Budget, Translation, Human Resources, etc • Staff, in-kind experts and interns at the UNSCEAR secretariat, Documents Management Unit. • International experts, consultants, individual contractors and managers associated with assigned Committee’s programme of work and scientific projects. • Staff in coordinating units across UNEP, United Nations Office in Vienna and UN, e.g. Procurement, Administration/Finance/Budget, Translation, Human Resources, etc. • Scientists, Delegates at annual sessions, Member States and Permanent Missions.

Competencies

• Professionalism: Has 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. Has understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Has ability to perform analysis, modelling, and interpretation of data in support of decision-making. Has ability to work well with figures, undertake basic research and gather information from standard sources. Has 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. • 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. • Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is required. Supplementary courses of additional training in programme is desirable.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven years of experience in programme or project administration, technical cooperation, or a related area is required. The minimum year of relevant experience is reduced to five years for candidates who possess a first-level university degree or higher. Experience in using MS Office (Word, Excel, Power Point) is required. Work experience with an Enterprise Resource Planning (ERP) system is required. Work experience with System Application Product (SAP)/Umoja is desirable. Experience within the United Nations system or a similar international organization is desirable. Work experience in general office support or related area is desirable.

Languages

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

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection. 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.

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. 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 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.

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Added 12 days ago - Updated 1 hour ago - Source: careers.un.org