Programme Management Assistant

vor 2 Wochen

Freiburg, Freiburg, Schweiz United Nations Vollzeit

This position is located in the Communications and Public Mobilization Section, External Outreach Service of the Office of the High Commissioner for Human Rights (OHCHR), Geneva.

The incumbent reports to the Chief of Communications Section.

Responsibilities:

Within delegated authority, the Programme Management Assistant will be responsible for the following duties:

  • Assists in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
  • Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues.
  • 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.
  • Assists in the development of the annual work plan of the Section and planning of the budget; verifies availability of funds; ensures necessary approval and entry in computerized budget system; monitors budget expenses, follows up on budget revisions and manages changes; helps to prepare the midyear review and the endofyear report; produces accounting spreadsheets to follow up, and liaises with the Finance and Budget Section as required, etc.
  • Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and followup 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.
  • Participates in the planning and production of exhibits and events; organizes briefings for the general public, particularly students, Missions and civil society on the work of OHCHR; coordinates and manages the reception and storage of all promotional materials and giveaways produced by the Section and their distribution in OHCHR events and briefings, as wells as to VIPs and visitors in general, liaising with the publications unit.
  • Provides general office secretarial assistance to the Chief of the Section; responds to complex information requests and inquiries; sets up and maintains files/records; organizes meetings, assisting in the preparation and implementation of the technical aspects of conferencing arrangements for remote meetings; handles routine administrative tasks, such as maintaining attendance records, calendars/schedules, databases, etc.
  • Provides guidance/training to new/junior staff.
  • Performs other duties as assigned.
Competencies

  • 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.

PLANNING AND ORGANISING :

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.

Education
High school diploma or equivalent.

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


Out of the five years, a minimum of three (3) years of experience in the United Nations Common System or Similar International Organization, is required.

Experience using an Enterprise Resource Planning (ERP) system, such as Umoja, is desirable.

Experience in budget planning is desirable.

Experience using collaborative remote meeting platforms and software is desirable.

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

Assessment

Special Notice

United Nations Considerations


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 on

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