Programme Management Assistant

Posting Title: Programme Management Assistant, G5

Job Code Title: Programme Management Assistant

Organization: United Nations – Department of Political and Peacebuilding Affairs-Department of Peace Operations-Shared Structure

Duty Station: New York, United States of America

Posting Period: 03 July 2023 - 05 September 2023

Job Opening Number: 23-Programme Management-DPPA-DPO-SS-212620-R-New York (R)

Staffing Exercise: N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This post is located in the Americas Division (AD) of the Departments of Political and Peacebuilding Affairs and Peace Operations (DPPA-DPO). The Americas Division is one of eight regional divisions within DPPA-DPO. It has three sub-regional teams and two teams dedicated to supporting the UN Verification Mission in Colombia and the UN Integrated Office in Haiti (BINUH). Each team is composed of desk officers and a team leader who reports to the Director and Deputy Director of the Division. The Programme Assistant will report to the Colombia Team Leader.

Responsibilities

Within limits of delegated authority, the Programme Assistant is responsible for the following duties:
•Provides direct assistance to the Team Leader of the Colombia Team (P-5) and to the Americas Division’s Deputy Director (D-1). Assists them and the two Political Affairs Officers (P-4) in the team.
•Supports the Special Representative of the Secretary-General for Colombia and other senior officials from the UN Verification Mission in Colombia with official agendas at headquarters and other support needs; liaises with Mission staff to schedule and prepare weekly meetings linking the Colombia Team with the Mission.
•Assists Colombia Team officers with schedules and official travel arrangements;
• Assists the Colombia Team with its monitoring of news and political developments by compiling materials from published and electronic sources and bringing to the attention of the desk officers ;
•Organises and maintains files for the Colombia Team and the Division.
•Provides, under minimal supervision, general office assistance; responds to complex information requests and inquiries; reviews, logs and routes and prioritises incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
•Supports the Colombia Team in the preparation and monitoring of the implementation of extra-budgetary project proposals and initiatives undertaken by the Division in support of the Colombia mission;
•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.
•Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues, including conducting
research on backstopping policies and UN regulations relevant in the context of the UN Verification Mission in Colombia.
•Maintains liaison with the Executive Office regarding administrative matters; monitors processes and schedules related to the unit’s outputs,
products, tasks, etc.
•Assists the Deputy Director in maintaining a smooth and efficient information flow within the Division; prepares and processes confidential information; assists in the development of office administrative systems and procedures.
•Serves as focal point 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, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
•Assists the Deputy Director in coordinating the Division’s contribution and participation in meetings of the Secretary-General and the Deputy
Secretary-General as well as side events during the ministerial-level General Debate of the UN General Assembly.
•Provides assistance in the coordination of Division-wide activities (desk-to-desk meetings with other organizations; workshops; panel discussions, etc.), special projects and events.
•Assists the Deputy Director in carrying out quality control functions for the Division’s outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style.
•Provides guidance/training to new/junior staff in the Americas Division.
•Performs other duties as assigned.

Competencies

•Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, particularly management of extra-budgetary political projects. Understanding of the functions and organization of the work units and of the organizational structure in the UN Secretariat. Ability to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Knowledge of the structure, policies and administrative procedures of the United Nations, particularly in the area of peace and security, is desirable.

•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.

Work Experience

A minimum of five years of experience in programme or project administration, technical cooperation or related area is required. The minimum years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher.

Experience in supporting senior officials is desirable.

Experience in Finance & Budget, Human Resources, or administrative services is desirable.

Experience with ERP system, information management or project management software is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and Spanish is required.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

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.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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