Programme Management Assistant

Org. Setting and Reporting

This position is located in the Programme Planning and Coordination Unit (PPCU) of the Division of Inclusive Social Development (DISD) in the Department of Economic and Social Affairs (DESA).

The Programme Management Assistant reports to the Social Affairs Officer.

The Division seeks to strengthen international cooperation for achieving social inclusion and the reduction of the gap of inequalities, by fostering effective policy impact and intensified global dialogue on social development issues.

More information on DISD is available at

Responsibilities

Within limits of delegated authority, the Programme Management Assistant is responsible for the following:

• Provides assistance in support of planning and implementation activities/processes for divisional programme initiatives.
• Prepares and follows up travel programmes, including the preparation of the quarterly travel forecast, using spreadsheets and relational databases, and coordinates the submission of the requisite travel documents. Maintains liaison with Administrative Assistants/Officers of DESA in this regard.
• Assists in the coordination of programme planning and preparation; monitors status of programme proposals; takes necessary action to ensure documents are completed and submitted to relevant parties for approval.
• Assists in the monitoring and evaluation of programmes; categorizes, updates, tracks and analyses data related to programmes implementation. Coordinates official travel of Divisional staff members and travel related to implementation of intergovernmental, inter-agency and other official meetings supported by the Division. Ensure that travel entitlements are in conformity with UN Rules, Regulations and policies and refer discrepancies back to Certifying Officers for clarification and possible correction.
• Assists focal point for coordination, monitoring and expedition of programme implementation activities, to coordinate the organization of expert group meetings, conferences, seminars, expert panels, workshops, special events and similar programme activities involving extensive liaison with a diverse organisational units to initiate requests;assists in the preparation of standard terms of reference against programme objectives, host country agreements, memoranda of understanding and or letters of agreement, and other documentation and correspondence, as required, process and follow-up on administrative actions and resolve issues related to implementation, and provides guidance to focal points of work units regarding procedural requirements and timelines for organizing meetings/sessions, travel of experts and other preparatory matters.
• Prepares, maintains and updates files (electronic and paper) and internal databases related to travel expenditures of all budget types in connection to Divisional meetings and official travel activities; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
• Assists in drafting correspondence and communications related to all aspects of programme management, as well as prepares contributions for a variety of periodic reports; researches a broad scope of information printed and electronic sources; and compiles and presents information for use in the preparation and production of communications products/services for external audiences.
• Provides guidance and 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 management, implementation and evaluation, programming and budgeting.

Knowledge of the functions and organization of the Division and of the organizational structure and respective roles of related units.

Ability to identify and resolve a range of issues/problems and 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.

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.

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 years of experience in programme or project administration, technical cooperation or related area is required.

The minimum years of relevant experience is reduced to five years for candidates who possess a first-level University degree or higher.

Experience in travel administration, human resources and budget management is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Assessment

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

Special Notice

• This position is temporarily available until 4 February 2025, with the 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.
• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
• This temporary job opening may be limited to "internal candidates," who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
• 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.
• 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.

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.

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