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Programme Management Assistant
vor 3 Monaten
This post is located in the Geneva Branch of the Office for Disarmament Affairs.
The position reports to the Political Affairs Officer in charge of the UN SaferGuard programme, which is the United Nations' knowledge management platform on conventional ammunition issues.
The incumbent will support the implementation of projects and activities under the UN SaferGuard Programme in support of the international, regional and national implementation of the Global Framework on Through-life Conventional Ammunition Management (A/78/111, annex) adopted by the General Assembly through resolution 78/47 in December 2023.
For more information, please refer to:
Responsibilities
Within delegated authority, the Programme Assistant will be responsible for the following duties:
- Assists in the coordination of programme/project planning and preparation work for the UN SaferGuard programme; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
- Compiles, summarizes, and presents basic information on the UN SaferGuard programme and conventional ammunition management.
- Prepares project documents, especially cost plans/budgets, and reviews them 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.
- Undertakes budget revisions; verifies availability of funds; ensures necessary approval and entry in Umoja (the UN Secretariat's ERP system).
- Serves as focal point for administrative coordination of implementation activities under the UN SaferGuard programme, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions in Umoja, e.g. recruitment and appointment of personnel, travel arrangements, , authorization of payments, disbursement of funds, procurement of equipment and services, etc.
- Monitors project progress and expenditure and assists in preparing project progress reports and other narrative and financial reports in Umoja.
- Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
- Drafts correspondence and other communication, liaises with donors and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
- Provides general office assistance and performs administrative functions for the UN SaferGuard programme including the organization and arrangement of international and regional meetings, workshops, training activities, side events, making travel and hotel arrangements, and preparing and/or processing in Umoja (the UN Secretariat's ERP system) administrative tasks such as travel requests, expense report claims, requisitions, purchase orders, contracts, expenditure authorizations etc.; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records, databases and distribution lists; handles routine administrative tasks, etc.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assists with updating information material, including the maintenance and updating of web pages or brochures.
- Performs other duties as assigned.
Work implies frequent interaction with the following:
- Staff in coordinating units across the institution, e.g. Procurement, Administration/Finance/Budget, Translation, Human Resources, etc.
- Representatives from Permanent Missions, UN Common System, other international organizations, regional organizations and NGOs, etc.
Professionalism:
Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, programming and budgeting.
Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units.
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.
Able to perform analysis, modeling and interpretation of data in support of decision-making.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.
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.
EducationHigh school diploma or equivalent.
Job - Specific Qualification
Not available.
Work Experience
A minimum of five years of experience in programme or project administration, general office support or related area is required.
Experience in project administration and financial management, preferably in the context of the United Nations or at the international level, is desirable.
Experience with ERP systems, such as Umoja, 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 desirable.
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 between 1 August January 2025. 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.
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).
