Programme Assistant (Part-time 50%), DCP/OLAC

Overview

Assist in coordinating programme/project planning and administration.

You have:

• At least 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 university degree or higher.
• Fluency in both English and Spanish is required.
• Previous experience using ERP system is desirable.
• Previous experience in the UN common System is desirable.
• Experience with ITC’s procedures, Project Portal and UN administrative processes is desirable.
• Previous experience as programme assistant/administrative assistant is desirable.

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 8,300 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting This position is located primarily in the International Trade Centre (ITC)Division of Country Programme (DCP), Office for Latin America and the Caribbean (OLAC). Incumbents typically report to an officer or head of unit/section.

Responsibilities Within limits of delegated authority and depending on location, 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.
• Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. MOUs, recruitment and appointment of personnel/consultants, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services (Low Value POs), etc
• Processes the payment of contractors' invoices and monitor payments.
• Enters, maintains and reviews administrative data and records.
• Assists in the review of 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 (e.g. change control form, budget revision / allocation…).
• Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
• Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
• Drafts general correspondence and more specifically on budget-related issues, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains up-to-date work unit files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
• Provides guidance/training to new/junior staff.

• Performs other duties as assigned.

  Competencies - PROFESSIONALISM: Knowledge of an Enterprise Resource Planning (ERP) systems such as UMOJA. Knowledge of UN system policies, rules, regulations and procedures. 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.

• 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 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.

  Work Experience At least 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 university degree or higher.

  Previous experience using ERP system is desirable.

  Previous experience in the UN common System is desirable

  Previous ERP experience such as UMOJA is desirable.

  Experience with ITC’s procedures, Project Portal and UN administrative processes is desirable.

  Previous experience as programme assistant/administrative assistant is desirable.

  Languages For the position(s) advertised, fluency in both English and Spanish is required. Knowledge of another official United Nations language is an advantage.

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

  Special Notice The conditions of service are governed by the United Nations Staff Rules and Regulations. This is a fixed term appointment for an initial period of one (1) year. This position is vacant at 50% for the period of one year, while the regular incumbent is on part-time (50%) employment. The extension of appointment of the selected candidate will be contingent on the return of the incumbent who maintains a lien to this post at 100%.

ITC champions workforce diversity, inclusion, gender equality and gender parity and considers all qualified persons - of all genders - equally, including those with disabilities, without discrimination or prejudice of any kind. ITC also offers attractive flexible work arrangements to help promote a healthy work/life balance and to allow all staff members to express and develop their talents fully. If you are unable to complete our online application form due to a disability, please send an email to [email protected].

Applicants will be contacted only if they are under serious consideration. 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.

For information on salary and entitlements, please consult the International Civil Service Commission website: http://icsc.un.org

United Nations Considerations In accordance with the United Nations Staff Regulations and Rules, 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 ITC 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.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Applicants are urged to carefully follow 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 based on the information submitted in the application according to the evaluation criteria of the job opening and the applicable 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 in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee ITC does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ITC are fraudulent and should be disregarded.

Potential interview questions