Programme Management Assistant

vor 3 Wochen

Geneve, Schweiz United Nations Vollzeit

This position is located in the Forest, Land Management and Housing Division (FLHD) of the United Nations Economic Commission for Europe (ECE), based in Geneva, Switzerland.

The incumbent reports directly to the P5, Chief of Section, ECE/FAO Forestry and Timber Section, and is under the overall supervision of the D1, Chief of Service.

**Responsibilities**:
Within limits of delegated authority, the Programme Management Assistant will be responsible for the following duties:

- Assists the Chief of Section and the Director in the day-to-day office activities; serves as the focal point for the calendar processing with ECE and FAO activities and disseminates routing information on meetings and activities (e.g. Bilaterals, Team of Specialists meetings, Seminars, Workshops, Policy Talks, campaigns, missions, capacity-building events); drafts routine correspondence and other communications for the Section Chief; assists in preparing agendas and notes for the file; proof-reads correspondence and documents.
- Coordinates and provides guidance on meeting arrangements, UN procedures and practices for the above-mentioned events.
- Assists in the updates of contact data in the ECE's contact and security registration databases and mailing lists:

- Maintains administrative records in Umoja (United Nations ERP) including time and attendance keeping functions.
- Assists with recruitment and testing processes of staff (RB and XB), consultants and interns (in Inspira).
- Provides advice and guidance on internal processes and procedures related to travel and consultancies.
- Consults and liaises with administrative and finance units in ECE and FAO.
- Serves as the focal point for the Executive Office for all general administrative issues related to staff, programme and project support.
- Provides logístical support: travel arrangements, meetings, procurement of platforms and interpreters, meeting rooms etc., as well as training/study tours according to the UN rules.
- Performs any additional tasks assigned by the Section Chief and the Director according to the urgency.
- Assists in the preparation of intergovernmental meetings (virtual and physical), formats documents, reports and publications for meetings and coordinates with the Division of conference management for translation and reproduction services; ensures conformity of documents with UN practice; liaises with other UN staff involved in documents control, translation services, printing and publication to ensure the timely delivery of publications and documents.
- Performs all necessary support functions during the meetings. Helps organize and coordinates the side-events, such as exhibition or lunch-time sessions; reception, or related events, as required.
- Assists in the organization of capacity-building events (virtual and physical) and related logistics.
- Assists with the budgets (RB and XB) of the Section in close consultation with the Director and Section Chief, acts as the focal point for the planning, tracking and disbursing of ECE and extra budgetary funds (Umoja):

- Processes requests for planned activities requiring funding in Umoja (consultancies; travel, funded meeting participation, etc.) and consolidates into the Section's annual budget planning spreadsheet against the allocated budget (ECE RB, FAO RB or ECE Trust Fund).
- Clears and processes requests for expenditure and payments; maintains the expenditures on the Section Budget (authorization of payments, disbursement of funds, procurement of equipment and services, processing invoices, allotments, and cost plans).
- Retrieves reports in Umoja on financial matters and informs the Section Chief.
- Administers and processes the travel and consultancies with ECE and FAO; ensures timely refund or payment.
- Supports fundraising activities; assists and monitors administrative follow-ups and the reports to donor agencies on the use of resources.
- Prepares the annual cost plans and prepares requests for allotment and redeployment of funds.
- Assists the Director in administrative and financially matters concerning the Division, as required.

Competencies

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.

Education
High school diploma or equivalent is

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