Job Opening

Posting Title: Programme Management Assistant, G4
Job Code Title: Programme Management Assistant
Department/Office: United Nations Environment Programme
Duty Station: GENEVA
Posting Period: 19 February 2019 - 20 March 2019
Job Opening Number: 19-Programme Management-UNEP-111684-R-Geneva (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent
implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. This post
is located in the UN Environment/ Economy Division, at the Geneva duty station.

Responsibilities

Under the overall supervision of the Strategic Approach to International Chemicals Management (SAICM) Secretariat Coordinator, the Programme Management Assistant will be responsible for supporting the SAICM Secretariat, in particular for project coordination and logistic organization of the SAICM/GEF projects.This includes tracking budgets; drafting and tracking partnership agreements; coordination of and input to project reporting; and other general support, in particular:

1) Monitors processes and schedules related the project’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements. Maintains project calendars and schedules. Accesses Financial System (UMOJA) and work with administrative team.

2) Provides secretarial, administrative and logistics support to the project, meetings and conferences. Performs general administrative tasks (e.g. arrangements for meetings and other events, reservations, budget follow-up, coordination etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations in UMOJA, visa applications, etc.). Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.

3) Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents, workplans and reports. Responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling.

4) Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.

5) Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site. Assists in the preparation of presentation materials using appropriate technology/software. Maintains files (both paper and electronic) and databases for project implementation and reporting.

6)Performs other duties as required.

Competencies

Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to administration. Demonstrates strength and remains calm when working under stress and shows a pro-active approach with regard to problem solving in difficult situations. Operates in compliance with organizational regulation and rules.. 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.

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 is minimum educational requirement.

Work Experience

A minimum of three years experience in project and administrative support. Demonstrated planning and organizing skills desirable. Experience working with UN processes and procedures is desirable.

Languages

Fluency in English (both oral and written) is required. Knowledge of another UN official language is an advantage.

Assessment

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

Special Notice

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. This position is open for recruitment for an initial period of one year and may be subject to extension. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

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 or sexual abuse, or crimes other than minor traffic offences, 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.

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” 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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