Programme Management Assistant
Application deadline 10 months ago: Friday 13 Jan 2023 at 23:59 UTCOpen application form
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. More about G-5 contracts.
Org. Setting and Reporting This position is located in the Office of the Special Representative of the Secretary-General on Sexual Violence in Conflict (OSRSG-SVC) in New York, within the Secretariat of UN Action Against Sexual Violence in Conflict. The incumbent will report to the Coordinator of UN Action Against Sexual Violence in Conflict, and will function under the overall guidance of the Chief of Staff/Senior Policy Advisor of the OSRSG-SVC.
Responsibilities Under the supervision of the Coordinator of the UN Action network, and under the overall guidance of the Chief of Staff/Senior Policy Advisor of the OSRSG-SVC, the Programme Assistant will assist with the effective function of the UN Action Secretariat and undertake the following duties:
- Assists in the coordination of programme/project planning and preparation work for the UN Action Secretariat and the UN Action network; supports preparation and follow-up to network meetings; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
- Liaise with UN Action Focal Points from the 23-member entities on programmatic and budgetary issues related to the implementation of UN Action's Results-Based Framework.
- Reviews 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.
- Reviews budget revisions; monitors and verifies availability of funds; ensures necessary approval and entry in computerized budget system.
- 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. recruitment and appointment of personnel, travel arrangements, procurement processes; budget allocations; training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
- Administer staff, consultants and interns for the UN Action Secretariat, including the preparation of advertisements on Inspira, conducting comparative analyses of candidates, drafting memos and extension requests, and providing administrative support in onboarding.
- 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 correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
- Finalize and procure advocacy materials for the UN Action Secretariat and support roll out and distribution of key products to stakeholders.
- Maintain the website of the UN Action Network.
- Compile and prepare briefing and presentation materials, speeches, background information and documentation for UN Action events and missions.
- Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains 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 policies, processes and procedures generally and in particular those related to programme/project administration, organizational structure, implementation and evaluation, human resources, 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. Takes imitative and shows and proactive problem-solving attitude. Demonstrated technological competence and interest in learning new tools. 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. 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.
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.
Education High school diploma or equivalent is required.
Work Experience A minimum of five years of experience in programme or project administration, technical cooperation or related area is required.
Experience in use of computers Windows, MS Word, Excel sheets, the Internet and office software packages is desirable.
Experience in the use of web-based ERP systems such as Atlas, PeopleSoft, UMOJA and Inspira, is desirable.
Languages English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required; Knowledge of another official United Nations language is desirable.
Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice Appointment or assignment against this position is for an initial period of one year.
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.
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.
This position is subject to local recruitment pursuant to Staff Rule 4.4 of the United Nations Staff Rules. Applicants for General Service and related positions must be authorized to work in the country where the position is located. A staff member subject to local recruitment is not eligible for the allowances or benefits applicable to international recruitment.
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.