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Programme Management Assistant

vor 2 Wochen

Fribourg, Schweiz United Nations Vollzeit

This position is in the Office of the High Commissioner for Human Rights (OHCHR), Thematic Engagement, Special Procedures and Right to Development Division, Rule of Law, Equality and Non-Discrimination Branch, Indigenous Peoples and Minorities Section, Geneva. The incumbent reports to the Chief of Section.

**Responsibilities**:
The Programme Management Assistant will be responsible for the following duties:

- Assists in the coordination of programme/project planning and preparation work for the section; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
- Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues.
- 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; distributes project documents to relevant parties upon approval.
- Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
- Serves as one of the focal points for administrative coordination of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, organization of training courses and meetings, travel arrangements, training/study tours, 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.
- Assists in the organization of meetings and workshops, including issuance of invitations, travel of participants and experts, organization of conference rooms, and preparation of background materials, correspondence, attendance lists and agenda, provides support during meetings, and any follow-up action.
- Receives, formats and processes documents to be sent for editing and translation.
- Provides general office and secretarial assistance to the Chief of Section; 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 and junior staff members.
- 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 is required.

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

Out of the five (5) years, a minimum of three (3) years of experience within the United Nations common system or similar international organization is desirable.

Experience with an Enterprise Resource Planning (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 oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Special Notice

United Nations Considerations

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.

Applicants are urged to follow carefully 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” hy