Programme Management Assistant
United Nations
GENEVA
vor 8 Tg.

Org. Setting and Reporting This post is located in the Environment for Europe and Sustainable Development section of the Environment Division, United Nations Economic Commission for Europe, in the Secretariat to the Convention on Environmental Impact Assessment (Espoo Convention) and the Protocol on Strategic Environmental Assessment (Protocol on SEA).

The post is directly supervised by the Programme manager for capacity building activities in the treaty secretariat, with overall guidance provided by the Secretary to the two treaties.

Responsibilities The incumbent will be responsible of the following duties :

  • 1. 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.

  • Performs data entry and extraction functions. Compiles, summarizes, and presents basic information / data on unit’s programmes / project and related topics or issues.
  • Assists in processing and reviewing project documents, especially, cost plans / budgets and allotments, grants 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.

  • Assists in reviewing budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
  • Assists in extracting, compiling, summarizing and entering data on project delivery; and in the verification of receipt and accuracy of requisite documents, identifying shortfalls in delivery, budget overruns, etc.
  • and brings to the attention of the supervisor,

  • Assists in drafting routine correspondence (e-mails, letters, memos) on programme implementation and budget-related issues and in preparing and updating periodic reports, responds to moderately complex information requests and inquiries, either directly or by channeling requests to the appropriate staff member;
  • reviews and routes incoming correspondence.

  • Provides other general office assistance related to unit’s programme / project planning and implementation : e.g. sets up and maintains contact databases and distributions lists;
  • maintains files and databases.

  • Performs other duties as assigned.
  • 2. Assists in the web maintenance by creating and managing webpages (e.g. uploading documents, updating text and on-line meeting calendars and contact databases);
  • contributes to the layout and formatting of the website under guidance of the web master.

  • 3. Provides secretarial, administrative and logistics support to meetings outside and inside Geneva; including via videoconferences;
  • Undertakes necessary actions prior meetings, including circulating meeting invitations, registration material's & accompanying documents;
  • Prepares and follows-up procedures for financial and visa support of participants for meetings, prepares and / or processes related administrative requests (travel requests, expenditure authorizations) and maintains comprehensive records on use of funds;
  • Coordinates shipment arrangements, courier services etc
  • Coordinates with other sections (Conference services; IT helpdesk) for meeting room arrangements and equipment, prepares lists of participants.
  • Competencies PROFESSIONALISM :

    Knowledge of programme or project administration, in technical cooperation or related area, in particular of processing of cost-

    plans and budgets, contracts, grants and travel requests, as well as meeting preparations.

    Knowledge of ERP systems, such as UMOJA, as well as Windows, Microsoft Office and website software.

  • 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.

    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;
  • COMMUNICATION :

  • Speaks and writes clearly and effectively;
  • Listens to others, correctly interprets messages from others and responds appropriately;
  • Asks questions to clarify, and exhibits interest in having two-way communication;
  • Tailors language, tone, style and format to match audience;
  • Demonstrates openness in sharing information and keeping people informed.

    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 Completion of secondary school or its equivalent commercial school.

    Work Experience At least three (3) years of experience in programme or project administration, technical cooperation or related area is required, of which preferably two (2) within the United Nations System or in a comparable international organization.

    Experience with ERP systems such as UMOJA is required. Experience with cost plans / budgets, travel requests, consultancy contracts and grants is desirable.

    Languages Fluency in English and knowledge of Russian are required. Assessment Evaluation of qualified candidates may include an assessment exercise which may 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.

    Passing the United Nations Administrative Assessment Support Test (ASAT) at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, ICTY or the Global General Services Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.

    Vacancies at G1-G4 levels are open to both internal and external candidates, including staff members on temporary appointments.

    However, priority consideration will be given to existing serving staff members. New external candidates will only be considered when a serving staff member holding a Fixed-

    Term or Temporary Appointment at the time of application cannot be identified

    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.

    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 or sexual abuse, or crimes other than minor traffic offences, 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.

    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.

    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.

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