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 1,940 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

The UN Secretary-General's launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator - the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level - support countries in the achievement of their development priorities and the attainment of the SDGs. The position is located in the United Nations Development Coordination Office (UNDCO) Regional Office for Africa – Dakar Hub at the Dakar duty station in Senegal, and reports to the Deputy Regional Director of the DCO Regional Office for Africa based in Dakar.

Responsibilities

Within delegated authority, the Incumbent will be responsible for the following duties: GENERAL ADMINISTRATION: • Manage effectively the Deputy Regional Director's schedule, liaising with the Senior Administrative Assistant of the DCO Regional Office and facilitating participation in meetings with Resident Coordinators Offices, UN Country Teams (UNCT), Regional UN entities, DCO headquarters, staff of the DCO Regional Office for Africa – Dakar Hub, DCO Regional Office for Africa in Addis Ababa, and with other stakeholders and partners . • Performs other related administrative duties, as required such as operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and maintenance of equipment, and/or organizing and coordinating seminars, conferences and translations. Sets up, files, stores and manages data, minutes of meetings and information relevant to the scope of the DCO Regional Office for Africa – Dakar Hub coordination activities in support of RCs/UNCTs and AFPs regional directors. • Identifies and resolves diverse issues/problems as they arise, and determines appropriate timely actions. • Coordinates extensively with service units and liaises frequently with internal team members both at DCO Regional Office, DCO Headquarters and Resident Coordinator Offices. • Liaise with other administrative staff of the UNCT at the duty station and across Africa to ensure consistency in application of processes. • Liaise with UNIDEP on matters of interest (Provisioning of UNIDEP services for the Regional Office as per the applicable MOU) and UNON. HUMAN RESOURCES MANAGEMENT: • In close collaboration with the Senior Administrative Assistant of the DCO Regional Office for Africa, coordinates various actions related to the administration of the unit's human resource activities, e.g., recruitment, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. • Liaises with central administration/executive services in maintaining up-to-date information on the recruitment, relocation, performance appraisal, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures. • Advises staff on visa matters and follows up with UNDP on visa applications and facilitating the pickup of passports from embassies as appropriate and relevant. • Monitors staffing tables for a variety of human resource activities, such as appointments, retirement, expiration of appointments, reassignments, transfer and movement of staff; especially monitors appointments and reassignments of Resident Coordinators and ad interim appointment arrangements for Resident Coordinators ad interim (RCs) in West, Central and North Africa regions; maintains up-to-date list on RCs including their contact details. BUDGET AND FINANCE • In close collaboration with the Senior Administrative Assistant of the DCO Regional Office for Africa, provides expert assistance in the preparation and development of the DCO Regional Office for Africa work programme and budget. • Assists managers in the elaboration of resource requirements for budget submissions. • Reviews requisitions for goods-and-services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds. • Assists in the preparation of budget performance submissions in coordination with other finance and budget staff on related issues during preparation of budget reports. CONTRACT ADMINISTRATION/PROCUREMENT: • Provide operational coordination and administrative services in Enterprise Resources Planning (ERP – known as Umoja in the UN), to support procurement projects and activities, following standard processes; raise requests for goods, services, and hiring of consultants/individual contractors. • Review and prepares requirements and scope of work and specifications of goods and services and necessary documentations in consultation with relevant stakeholders. • Coordinate with day-to-day administration of contracts between the UN and external contractors for goods and services. • Maintain internal files and relevant documentations for procurement activities. • Inspect and receipt goods/services received against the purchase order, invoices provided by the contractor and perform asset management activities • Process the payment of contractors' invoices and monitor payments upon satisfactory receipt and performance. • Prepare and process all UN forms and permissions for contractual and work Unit, Section or Service UN staff including grounds passes, property passes, swipe-card access and door keys. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assist with visualizations and updating information material such as web pages or brochures. • Perform other duties as assigned.

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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. PLANINING 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. 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 diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required. Work experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar, is desirable. Work experience with the United Nations or similar international organization is desirable. Experience with inter-agency or inter-organizational collaboration in sustainable development at the regional is desirable. Experience working in a multicultural team at country, regional and global levels is desirable. One (1) year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and French is required. Knowledge of another official United Nations language is an advantage. NOTE: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "Knowledge of equals a rating of' confident" in two of the four areas.

Assessment

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

Special Notice

Appointment or assignment against this post is for an initial period of one year and any extension will be subject to availability of funds. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. However, Applicants may apply and be considered for locally recruited positions no matter where they are currently located (including the current serving staff members at other duty stations), provided they are locally available upon appointment. They will be considered locally recruited for purposes of SR 4.4. If selected, the GS staff member will be responsible for any costs related to their travel and relocation in the context or onboarding. If they do not already have the right to work in the duty station, appointment is contingent on issuance of a visa from the local authorities. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. 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.

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.