Programme Assistant

vor 2 Wochen

Fribourg, Schweiz International Trade Centre (ITC) Vollzeit

**Department/Office**:

- International Trade Centre

**Duty Station**:

- GENEVA

**Posting Period**:

- 30 October 2023 - 13 November 2023

**Job Opening Number**:

- 23-Programme Management-ITC-221017-R-Geneva (R)

**Staffing Exercise**
- N/A

Org. Setting and Reporting
This position is located primarily in the International Trade Centre (ITC)Division of Country Programme (DCP), Office for Latin America and the Caribbean (OLAC). Incumbents typically report to an officer or head of unit/section.

**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/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.
- 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 follow-up on administrative actions, e.g. MOUs, recruitment and appointment of personnel/consultants, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services (Low Value POs), etc
- Processes the payment of contractors' invoices and monitor payments.
- Enters, maintains and reviews administrative data and records.
- Assists in the review of 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 (e.g. change control form, budget revision / allocation ).
- Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
- 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 general correspondence and more specifically on budget-related issues, 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 up-to-date work unit 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

- PROFESSIONALISM:

- 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.

Work Experience

Previous experience using ERP system is desirable.

Previous experience in the UN common System is desirable

Previous ERP experience such as UMOJA is desirable.

Experience with ITC’s procedures, Project Portal and UN administrative processes is desirable.

Previous experience as programme assistant/administrative assistant is desirable.

Languages
For the position(s) advertised, fluency in both English and Spanish is required. Knowledge of another official United Nations language is an advantage.

Assessment

Special Notice

Applicants will be contacted only if they are under serious consideration.

United Nations Considerations
In accordance with the United Nations Staff Regulations and Rules, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on "Manuals" hyper-link on the upper right side of the Inspira account-holder homepage.

Job openings advertised in Inspira will be removed at 11:59 p.

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