Programme Management 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.

Salary

The salary for this job should be more than 7,869 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 in the Office of the Director, Division on Globalization and Development Services, United Nations Conference on Trade and Development (UNCTAD), Geneva.

Responsibilities Under the direct supervision of the Chief, Office of the Director, Division on Globalization and Development Strategies (DGDS) and the overall supervision of the Director of DGDS, the incumbent will undertake the following functions:

• Assists in the monitoring and evaluation of programmes; categorizes, updates, tracks and analyses data related to programmes, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; reports on budget revisions, expenditures and obligations, verifies availability of funds for consultancies and travel requests for the whole division; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures.
• Assists the Secretary of the Director and the Administrative Assistant in the overall administration of the Office and undertakes representational duties, when required.
• Assists in the coordination of programme planning and preparation; monitors status of programme proposals.
• Assists in the preparation and analysis of programme budget proposals; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; prepares reports and ensures that outputs/services are properly categorized.
• Prepares, maintains and updates files (electronic and paper) and internal databases; 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 plan and budgets, revisions and other related issues, as well as prepares contributions for a variety of periodic reports.
• Supports the Director and the Chief, Office of the Director in recruiting activities, in particular initiates, reviews, processes and follows-up on actions related to the recruitment of staff and consultants, and provides guidance and training to Hiring Managers’ assistants.
• Performs office management and administrative support tasks ensuring continuity and efficiency of the division functioning, in particular provides substantive and administrative support in managing priorities and work flow of the managers and of the work unit, establishes/improves administrative procedures and systems to ensure smooth functioning of the office; follows-up on ad-hoc requests from the Director and the Chief, Office of the Director of the Division.
• Collaborates with programme/project managers on performance reporting; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
• Serves as focal point for coordination, monitoring and expedition of programme implementation activities, including liaison with diverse organisational units to follow-up on administrative actions and resolves issues related to programme implementation.
• Acts as backup for submitting all requests to UNCTAD/HRMS using e-services.

• Performs other duties as assigned.

  Competencies •Professionalism: Knowledge of the United Nations activities in the area of Globalization and Development Strategies and its overall objectives as well as of the broader institutional context in which it operates; in-depth knowledge of relevant programme planning and monitoring, budgeting and administrative, operational and office support policies, guidelines and office support policies, guidelines to ensure overall quality of outputs. Knowledge of internal policies, processes and procedures generally and in particular those related to recruitment, selection process and travel requests. 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 initiative and ability to apply good judgment in the context of assignments given. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results Discretion in dealing with confidential and sensitive matters and ability to oversee and provide guidance to office support staff. Remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

•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 or its equivalent.

Work Experience Seven (7) years of experience in programme administration, administration or related area is required. Out of these, five (5) years of experience in the United Nations or other comparable international organization is desirable. Experience in general office support or related area, recruiting, programme performance reporting is desirable. Experience with the use of ERP management information systems such as Umoja or equivalent is desirable. Experience managing budget is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and French is required.

Assessment Evaluation of qualified candidates may include an assessment exercise which will be followed by 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. 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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

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 “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.

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 “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.