Senior Programme Management Assistant

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education.

Salary

The salary for this job should be more than 8,626 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 post is located in the Office of the Chief, Central Planning and Coordination Service (CPCS), Division of Conference Management (DCM), United Nations Office at Geneva.

Responsibilities Under the direct supervision of the Chief, CPCS, the incumbent will be responsible for the following duties:

-Independently provides full range of programme management support to the Chief and staff of the Central Planning and Coordination Service in the development and implementation of the work programme, special projects, initiatives and activities by conducting research and formulating notes and suggestions. -Finds, compiles, analyzes, summarizes, and presents information and data on a full range of activities related to the Central Planning and Coordination Service. -Reviews, appraises and revises, as necessary, all submissions received from CPCS Sections and submits for clearance through the DCM Request Management System, ensuring compliance with guidelines; identifies problems/issues, seeks clarification from Sections, assesses replies and advises the Chief of Service and provides suggestions for further action. -Reviews and evaluates programme support components of standard operating procedures within the Service to improve their efficiency and effectiveness; provides inputs on the formulation of guidelines and establishment of new procedures. -Monitors and supports the implementation of a full range of activities within the Central Planning and Coordination Service including initiatives as assigned by the Chief of Service. -Serves as focal point for the coordination, monitoring and implementation of administrative/operational activities within the Central Planning and Coordination Service. -Monitors implementation at all stages to ensure activities are proceeding according to established plans, including analyzing difficulties and initiating remedial administrative/operational actions; liaises with relevant counterparts to initiate requests, obtains necessary clearances and resolves issues related to recruitment and appointment of personnel, use of resources for temporary assistance for meetings, recruitment of consultants/individual contractors, procurement of equipment and services, premises management, IT-related initiatives and projects, recruitment of interns, training and external studies coordination and monitoring of travel of CPCS staff including to service meetings and conferences outside of the duty station. -Serves as focal point for the coordination, monitoring and implementation of activities related to the staff selection system within the Central Planning and Coordination Service ensuring compliance with relevant rules and regulations. -Monitors workforce planning, analyzes classification requirements and assists with preparing classification questionnaires, drafts job openings, assists the hiring manager with eligibility screening, coordinates substantive/written assessments and competency-based interviews, drafts and circulates interview notes; and monitors follow-up actions. -Attends to various matters concerning management of programme of work, financial and human resources in the Central Planning and Coordination Service. Monitors and analyses data and reports generated in Umoja and other systems, tools and dashboards which relate to management of CPCS activities, budget and resources; maintains and manages records and data related to matters within his/her responsibilities. -Maintains constant contact and coordinates extensively with the Chief of Service and Chiefs of Section. -Provides technical advice and training, as required, to support personnel in CPCS and when required other DCM Services; reviews relevant documents and reports to gather information and keeps abreast of the timing and substance of key meetings, events, activities; maintains files and databases on key subjects. -Identifies and resolves diverse issues/problems as they arise, and determines appropriate actions. -Prepares briefs on assigned topics; responds, both orally and in writing, to a broad range of routine questions and information requests on CPCS activities from various parties; as appropriate forwards questions/requests to relevant parties for reply; drafts correspondence on a wide range of subjects including of a confidential nature. -Supports change management in CPCS through effective information sharing and problem solving. -Performs other duties as assigned.

Competencies PROFESSIONALISM: - Knowledge of United Nations Rules and Regulations and administrative policies and procedures. - Knowledge of Microsoft Office applications. - Knowledge of Enterprise Resource Planning Systems. - Knowledge of data analysis principles and tools. - Demonstrates pro-active approach and initiative. - 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 & 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.

TECHNOLOGICAL AWARENESS - Keeps abreast of available technology. - Understands applicability and limitations of technology to the work of the office. - Actively seeks to apply technology to appropriate tasks. - Shows willingness to learn new technology.

Education Completion of secondary school or its equivalent technical or commercial school.

Work Experience A minimum of ten (10) years of work experience in programme or administrative services, conference services, finance, accounting, audit, human resources or related area is required. Out of these ten years, at least seven (7) years within the United Nations Common System is desirable. At least five (5) years of experience in conducting research and preparing statistical or analytical reports from various databases and Enterprise Resource Planning (ERP) systems is desirable. Experience in processes and procedures in particular related to travel, procurement, finance, human resources and ERP systems is also desirable. Experience directly related to conference servicing, preferably in the United Nations Common System, is desirable. Experience in the use of Power Bi or similar data analysis tools is desirable. Experience working with recruitment systems such as Inspira 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. Knowledge of another official United Nations language is desirable.

Assessment Evaluation of qualified candidates may include an assessment exercise which will be followed by 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.

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.

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.