Programme Management Assistant

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. More about G-5 contracts.

Org. Setting and Reporting

The position is located in the Europe and Central Asia Division (ECAD) of the Office of the Assistant-Secretary-General for Europe, Central Asia and the Americas (OASG-ECAA) as part of the shared Regional Structure of the Departments of Political and Peacebuilding Affairs and Peace Operations (DPPA-DPO). Under the overall supervision of the Director of ECAD, the incumbent will report directly to the Team Leader.

The Department of Political and Peacebuilding Affairs (DPPA) focuses primarily on five action areas in international peace and security, ensuring sound analysis and early warning, preventing conflict and engaging in peacemaking, managing political crises and violent conflicts, sustaining peace, and enhancing partnerships. The Department's mandate is to prevent and resolve conflict through inclusive political solutions.

The Department of Peace Operations (DPO) provides political and executive direction to UN peacekeeping operations around the world and maintains contact with the Security Council, troop and financial contributors, and parties to the conflict in the implementation of Security Council mandates. The Department works to integrate the efforts of UN, governmental and nongovernmental entities in the context of peacekeeping operations. DPO also provides guidance and support on military, police, rule of law, mine action and other relevant issues to other UN political and peacebuilding missions.

Responsibilities

Within delegated authority, and under the direct supervision of the Team Leader, the incumbent is responsible for performing the following responsibilities:

• Assists in the monitoring of international developments and media reports on subjects/areas assigned and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; monitors status of programme and receipt of relevant documentation for review and approval.

• Compiles working documents, summarizes, and presents briefing material/notes/talking points/personal profiles and other correspondence on specific subjects/areas and related topics or issues.

• Maintains contact across relevant DPPA-DPO Units, Special Political Missions, UN Agencies and coordinate with front offices and service units at UNHQ and in the field.

• Supports visiting SRSGs, Special Envoys and other senior officials from field missions under the responsibility of the Division.

• Provides back-up for other Programme Assistants and the Personal Assistant of the Director/Deputy Director of the Division.

• Reviews working documents for completeness prior to submission for final approval and signature; identifies inconsistencies; distributes working documents to relevant parties upon approval.

• Assists in preparing travel authorizations; verifies availability of funds; ensures necessary approval, processing in the computerized system.

• Assists in administrative coordination of Division activities, involving extensive liaising within DPPA-DPO and with the Executive Office to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training, authorization of payments, disbursement of funds, procurement of equipment and services, etc.

• Compiles, summarizes and enters data on Divisional work output and project delivery; drafts related status reports, identifying shortfalls in delivery, and brings to the attention of management.

• Drafts routine correspondence, and processes incoming and outgoing correspondence submitted by the unit to the ASG, OUSG and EOSG as appropriate, and with relevant Permanent Missions as required, in a timely fashion and with attention to details;

• 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 support as required for results-based management tasks and extra-budgetary project development and management tasks, including timely processing of submissions and requests in accordance with relevant templates and internal procedures.

• Provides guidance/training to new/junior staff.

• Performs other duties as assigned.

Competencies

Professionalism: Demonstrated ability to provide administrative support in accordance with administrative policies, processes and procedures, with attention to details. Knowledge of electronic and paper record keeping and relevant information systems and networks. Ability to undertake research, maintain records in a systematic fashion and to retrieve materials with maximum speed and accuracy. 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.

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.

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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of five years of progressively responsible experience in an international setting in programme or project management, administration, technical cooperation, or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher.

Administrative support experience in the United Nations or similar international organization is required.

Experience working with ERP systems such as Umoja (travel, C/IC processing), Inspira (recruitment support), UniteDocs, and other standard programmes is required.

Experience with supporting results-based management tasks and extra-budgetary project development and management tasks, is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) 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

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.

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.

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.

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.