Programme Management Assistant

vor 2 Wochen

Fribourg, Schweiz United Nations Vollzeit

This position is located within the United Nations Economic Commission for Europe Sustainable Transport Division. The incumbent reports to the Secretary of the Inland Transport Committee, within the Office of the Director.

**Responsibilities**:
Within limits of delegated authority and depending on location, the Programme Assistant may be responsible for the following duties:

- Assists in the coordination of programme planning and preparation work for the Inland Transport Committee (ITC) and its Bureau, by providing secretariat support; monitors status of programme and receipt of relevant documentation for review and approval
- Compiles, summarizes, and presents basic information/data on inland transport and related topics or issues.
- Forecasts, formats and processes official documents; reviews documents for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes documents to relevant parties upon approval.
- Posts documents and other information on the web
- Prepares invitation letters and other official and informal communication; liaises regularly with meeting participants and delegates; updates contact database
- Takes care of logistics, incl. registration of delegations and list of participants and other organizational matters related to the ITC, incl. its high level policy segment
- Serves as focal point for administrative coordination of programme implementation activities concerning the ITC and as back-up for the Divisional administrative assistant, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. update of calendar of meetings, recruitment and appointment of personnel and interns, travel arrangements, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
- Compiles, summarizes and enters data on programme delivery; drafts related status reports, identifying shortfalls in delivery, and brings to the attention of management.
- Drafts correspondence on budget-related 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, such as maintaining attendance records, assessing telephone billing, etc.
- Provides guidance/training to new/junior staff.
- Performs other duties as assigned.

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 and 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. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away.

Work Experience

Three (3) years of experience within the United Nations Systems or another international organization is desirable.

Experience in processing official United Nations parliamentary documentation is desirable.

Experience in organizing and servicing inter-governmental meetings is desirable.

Experience with website updates and/or using IT tools is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of French or Russian is an advantage.

Assessment

Special Notice

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.

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; an

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