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Programme Management Assistant

2 months ago

New York, New York, United States UN - United Nations Full time
Org. Setting and Reporting


The position is located in the Americas Division of the Department of Political and Peacebuilding Affairs (DPPA) and the Department of Peace Operations (DPO).

The Americas Division leads efforts for the prevention of conflict, mediation, elections and sustaining peace in Latin America and the Caribbean.

The Division is structured in three sub-regional teams and two field mission backstopping teams, each composed of Desk Officers and a Team Leader who reports to the Director and the Deputy Director of the Division.

The Programme Assistant, GS-5, reports directly to the Director of the Division.

Responsibilities


Within limits of delegated authority and under direct supervision of the Director of the Division, the Programme Assistant is responsible for the following duties: Performs the full range of office management and administrative support functions and provides direct assistance to the Director.


  • Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
  • Attends meetings, prepares minutes, monitors follow-up activities.
  • Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
  • Identifies issues requiring the Director's attention or redirecting others to relevant officers for appropriate action.
  • Monitors and alerts the Division's deadlines for submission of required documentation and project deadlines. Checks for timeliness and quality control of all communications and documents to be signed by the Director.
  • Assists the Director in the coordination of division planning and preparation work for the annual work plan and extrabudgetary funded projects; monitors status of division project proposals and receipt of relevant documentation for review and approval.
  • Compiles, summarizes, and presents basic information/data on the Division's annual work plan and extra-budgetary projects and related performance reports.
  • 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.
  • Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system. Supporting the Team Leaders and Desk Officers in preparing and finalizing documents, researching and updating factual data/statistics, contacting relevant sources and formatting drafts into standard DPPA-DPO editorial style before handling them to the Director for final approval.
  • Serves as focal point for administrative coordination of project implementation activities, involving extensive liaison with the Executive Office and the Office of the Under-Secretaries-General of DPPA and DPO 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 issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, 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, workshops; handles routine administrative tasks.
  • Assists in the preparations of missions of the Secretary-General, High Level Officials, the Director as well as Officers of the Division's travel to the region, providing dossiers, official authorizations and clearances, visa request, bookings, as well as processing travel claims upon return of travelers; 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.

Knowledge of general office and administrative support including administrative policies, processes and procedures.

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.

Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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

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 five years of experience in programme or project administration, technical cooperation or related area is required. Experience working for an office dealing with Latin America and the Caribbean region is desirable. Experience in an international organization 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 Spanish is desirable. 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 a competency-based interview.

Special Notice

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.

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.

Applicants who have reached the mandatory age of separation are not eligible to apply for job openings.

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.