Programme Management Assistant

vor 16 Stunden

Fribourg, Schweiz United Nations Vollzeit

The position is located in the Office of the Secretary-General of the United Nations Conference on Trade and Development (UNCTAD), concretely with the Team that implements the initiative of the MoU between the Russian Federation and the Secretariat of the United Nations on promoting Russian food products and fertilizers to the world markets. The incumbent will report to the Head of the Team.

**Responsibilities**:
Within delegated authority, the Programme Management Assistant will provide assistance in support of planning and implementation of activities related to the MoU above-mentioned. Concretely, the incumbent will be responsible for the following duties:

- Assists in the planning of activities, monitors their status, including in respect of resources utilized as required.
- Coordinates extensively with service units and liaises frequently with internal team members at Headquarters.
- 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;
- Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
- 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. recruitment and appointment of personnel, travel arrangements, physical space planning, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
- 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 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.
- Support in coordinating the work of the Team including organizing meetings, briefings and support to the office as required, preparing minutes of meetings and following up on the implementation of action points as needed.
- 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 & 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 Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away.

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

Experience supporting senior level officials in an international organizational context is desirable.

Experience organizing travels for senior level officials using ERP systems is desirable.

Three years of experience acquired in the United Nations is desirable.

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

Assessment

Special Notice

recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse
and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provid

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