Programme Management Assistant
United Nations
GENEVA
vor 1 Tg.

Org. Setting and Reporting This position is located in the Office of the Director of the Division on Technology and Logistics of the United Nations Conference on Trade and Development (UNCTAD), Geneva.

The Programme Management Assistant will report to the Director of the Division on Technology and Logistics. Responsibilities Within delegated authority, the Programme Management Assistant will be responsible for the following duties :

  • Assists the Director in the coordination of programme / project planning and preparation work for, typically, a medium-size and complex component of the Division’s programme / project initiatives;
  • monitors status of programme / project proposals and receipt of relevant documentation for Director’s review and approval.

  • Compiles, summarizes, and presents basic information / data on specific programmes / project and related topics or issues, when and as required by Director.
  • Reviews project documents, especially cost plans / budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature;
  • identifies inconsistencies; distributes project documents to relevant parties upon approval; liaise with the Resources Management Service and senior officials in other units.

  • Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
  • Serves as focal point for administrative coordination of programme / project implementation activities, involving extensive liaison with a diverse organizational units within UNCTAD to initiate requests, obtain necessary clearances, process and follow-
  • up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training / study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.

  • Drafts correspondence for the Director, prepares and updates periodic reports on front office related issues, drafts briefing notes, outlines executive summaries, maintains staffing worksheets, etc.
  • 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 and monitors Director’s calendar; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, monitors visits and calls, etc.

  • Provides guidance / training to new / junior staff.
  • Performs other duties as assigned. Competencies PROFESSIONALISM :
  • Knowledge of internal policies, processes and procedures generally and in particular those related to programme / project administration, implementation and evaluation, technical cooperation, programming 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. 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.

    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.

    ACCOUNTABILITY :

  • Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards;
  • operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments;
  • takes personal responsibility for his / her own shortcomings and those of the work unit, where applicable. Education High school diploma or equivalent is required.

    Work Experience At least 5 years of experience in programme or project administration, technical cooperation or related area is required.

    Three years of experience in the United Nations Common System is desirable. Languages English and French are the working languages of the United Nations Secretariat.

    For the post advertised, fluency in both English and French is required. 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.

    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.

    Having passed the Administrative Support Assessment Test (in English or French) at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

    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.

    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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