Programme Assistant
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 This position is located in the Critical Incident Stress Management Unit (CISMU) in the Division of Specialized Operational Support (DSOS), Department of Safety and Security (UNDSS) in New York. The CISMU is responsible for stress management, resilience building and critical incident stress management UN system-wide. The incumbent reports to the Chief of the Critical Incident Stress Management Unit (CISMU) and provides support to other stress counsellors in the Unit and the wider UN system.
Responsibilities Under the supervision of the Chief of CISMU, the Programme Assistant is responsible for the following duties:
•Provides assistance in support of planning and implementation activities/processes for the stress management programme initiatives. •Provides operational support in managing priorities and workflow of the Unit; coordinates, implements, and monitors multiple and diverse activities and work processes to ensure that management directives, decisions and stress and critical incident stress management policies are properly carried out and delivered in a timely manner. •Provides effective and immediate response and solves problems regarding programmatic and operational issues during critical incidents. •Facilitates surge deployment of counsellors during critical incidents by arranging emergency travel, compiling and consolidating critical data and liaising with all relevant parties, as required. •Researches, compiles, analyses, summarizes, and presents basic information and technical data on specific programmes/projects and related topics. •Provides operational support in the design, set-up, implementation and administration of UNDSS stress management programmes/projects and in planning and coordinating critical incident response, ensuring that support is provided in a timely and effective manner, flow of communication is adequate and related data is kept complete and up to date. •Assists in the coordination of programme and 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. •Assists in the preparation and analysis of stress and critical incident stress management-related programme and project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; proposes adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized. •Assists in the monitoring and evaluation of stress and critical incident stress management programmes and projects; categorizes, updates, tracks and analyses related data, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures. •Collaborates with programme/project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled in the PB and various planning instruments and internal work plans. •Provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted. •Drafts programme/project summaries, coordinates reviews and clearance processes, and coordinates with editor, translation services, etc. on finalization and publication of reports in multiple languages, as required. •Coordinates, monitors and expedites stress management implementation activities, involving extensive liaison with diverse organisational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in large overseas workshops/conferences, authorization of payments, disbursement of funds, procurement of equipment and services, etc. •Liaises between the Chief, senior staff and the global network of UN staff/stress counsellors; on behalf of the Chief, keeps others informed by conveying directives, reports, status updates and other relevant information, often of a highly confidential nature; brings sensitive and urgent matters to the attention of the Chief. •Prepares, maintains and updates files (electronic and paper) and internal databases; updates CISMU website; 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 correspondence and communications related to all aspects of programme/project administration, including work plans and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports; routinely prepares, processes and classifies information of a highly confidential and sensitive nature. •Exercises quality control function for all outgoing documents; drafts, proofreads and edits texts for adherence for format, grammar, punctuation and style; assists with editing and finalizing a variety of documents related to the critical incident stress management programme and its development. •Provides guidance and training to new/junior staff. •Performs other 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. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. 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. Ability to deal with persons under extreme stress and function effectively in stressful situations. 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. •Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ 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. •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. •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.
Work Experience A minimum of seven (7) years of experience in programme or project administration, technical cooperation or related area is required. Experience in the use of Microsoft applications, i.e. Word, Excel, Powerpoint and Share point is required. Experience using the travel-related modules of an ERP system is required. Relevant experience within an international setting, such as the United Nations common system or a similar large organization, is desirable. Experience managing databases as well as in registry and record keeping systems such as TRIM/HP Records Management Software are desirable. Experience in the application of Security Management System policies and practices is desirable. Experience in counselling/stress management is a 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 may include an assessment exercise which may be followed by competency-based interview.
Special Notice The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. The United Nations Department of Safety and Security (UNDSS) is taking efforts to improve gender parity, including full implementation of the UN-wide, and Departmental Gender Strategies. We are committed to providing an inclusive culture and exciting opportunities for women in the security and operations field.
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 may be accepted in lieu of the GGST.
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.
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.
An impeccable record for integrity and professional ethical standards is essential.
The selection process for this job opening will be conducted pursuant to ST/AI/2010/3 on the "Staff Selection System" and include the compliance review process by a review body described in staff rule 4.15.
The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English
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.
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 “Manuals” 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’ BANK ACCOUNTS.