Programme Management Assistant

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education.

Salary

The salary for this job should be more than 6,552 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 Water Unit of the Transboundary Cooperation Section (TCS) of the Environment Division in the United Nations Economic Commission for Europe, based in Geneva, Switzerland. The incumbent will support the activities under the Convention on the Protection and Use of Transboundary Watercourses and International Lakes (Water Convention) and the Protocol on Water and Health.

The broad aim of UNECE's environment activities is to safeguard the environment and human health, and to promote sustainable development in line with the 2030 Agenda.

The G4 reports directly to the P4, Secretary to the Convention on the Protection and Use of Transboundary Watercourses and International Lakes (Water Convention) and co-Secretary of the Protocol on Water and Health, and is under the general supervision of the P5, Chief, TCS.

This temporary position is available for an initial period of three (3) months with possibility of extension.

Responsibilities

Under the direct supervision of the P4, Secretary to the Convention on the Protection and Use of Transboundary Watercourses and International Lakes (Water Convention) and co-Secretary of the Protocol on Water and Health, the incumbent will be responsible for the following duties:

• Provides secretarial, administrative and logistics support to intergovernmental meetings outside and inside Geneva, including via videoconferences. • Undertakes necessary actions prior to the meetings, including submission of official documents, circulating meeting invitations, registration materials and accompanying documents. • Supports participants eligible for financial assistance, including financial support requests in UMOJA (e.g. registration, DSA, travel, advances, attendance sheets) and maintains comprehensive records on use of funds. • Communicates timely information to registered participants (e.g. financial authorization, visas, invitation and financial letters). • Prepares lists of participants and provides necessary information to UNOG security services. • Arranges audio and video conferences, as needed. • Coordinates shipment arrangements, courier services, etc. • Drafts correspondence; interacts with focal points, partners and stakeholders on organizational matters. • Assists in the coordination of programme/project planning and preparation work related to the unit's capacity building initiatives, monitors status of programme/project proposals and receipt of relevant documentation for review and approval. • Assists in processing and reviewing project documents, especially, cost plans/budgets and allotments, grants, procurement and consultancy contracts, for completeness and compliance with relevant rules and procedures, liaising with UNECE Executive Office, prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval. • Reviews correspondence, for accuracy. • Drafts correspondence on budget-related issues and prepares and updates periodic reports, allotments, salary memos, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc. • Prepares updates of webpages, including storing of information in electronic information repositories. • Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records. • Submits document forecasts, follows up on publications of the unit, etc. • Coordinates with other sections (Conference services; IT helpdesk) for meeting room arrangements and equipment, prepares lists of participants. • Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit. • Compiles and ensures the completeness of documents for consultancies and institutional contracts, communicates with consultants on contractual matters. • Performs other duties as assigned.

Competencies

• Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to intergovernmental meetings, programme/project administration, implementation and evaluation, 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 & 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.

Job - Specific Qualification

Not available.

Work Experience

At least three (3) years of experience in programme or project administration, general office support, technical cooperation, or related area is required. For applicants with a first-level university degree, this requirement is reduced to one (1) year of relevant experience.

Experience with Umoja, SAP, Oracle or other ERP system is desirable.

Experience with organization of meetings and travel arrangements is desirable.

Experience within the United Nations Common System or similar international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat and Russian is a working language of ECE. For the position advertised, fluency in English is required.

Assessment

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

Special Notice

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.

This post is funded from extra-budgetary resources. The appointment or assignment and renewal thereof are subject to the availability of the post, funds, budgetary approval and extension of the mandate.

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.

• This position is temporarily available for an initial period of three (3) months with possibility of extension. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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.