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: 08 October 2019 - 06 November 2019
Job Opening Number: 19-Programme Management-UNEP-124473-R-Geneva (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The United Nations Environment Programme (UNEP) 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. The Minamata Convention on Mercury is a global treaty to protect human health and the environment from the adverse effects of mercury. The Convention was adopted in Kumamoto, Japan in 2013 and came into effect in 2017. The Secretariat functions of the Convention are performed by UNEP. This post is located in the Secretariat of the Minamata Convention at the Geneva duty station.

Under the direct supervision of the Administrative Officer, the incumbent is responsible for the following duties:

Responsibilities

1. Acts as Requisitioner of the Minamata Secretariat. Includes preparing and/or processing purchase requests/documents e.g. requisitions for goods and services, low-value purchase orders for goods and services, expenditure authorizations. Assists in providing software and office equipment support. Generates a variety of standard statistical and other reports, work order etc., using various databases. Confirms the receipt of goods and services and raise service entry sheets in the Enterprise Resource Planning (ERP) system as necessary.

2. Assists with human resources matters such as inputting data into the UN Talent Acquisition Platform, assisting with setting-up interviews, drafting routine memos, following-up with UNEP and the United Nations Office in Nairobi (UNON) Human Resources Management Service (HRMS), on-boarding of staff members. Assists with initiating reclassification requests in the classification portal/tool. Assists with the recruitment of consultants and individual contractors in Inspira and raises the shopping carts in the ERP system. Assists with the payment of consultants and individual contractors through the ERP system. Performs general administrative tasks (for example, leave and attendance recording; assistance with recruitment of interns).

3. Serves as back-up for the provision of secretarial and administrative support to all meetings, boards, committees, conferences, etc, arranged by the Secretariat. Serves as a back-up for assisting with meeting logistics including travel of funded delegates. Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings or conferences.

4. Provides wide range of other programme assistant support such as responding or drafting responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of documents and reports.

5. Monitors processes and schedules related to the unit's outputs, products, tasks, among others; 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.

6. Performs other duties assigned.

Competencies

• Professionalism: Knowledge of general office support including internal policies, processes and procedures. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

• 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 is required. Additional training in programme, project management, administration services, finance, procurement, human resources or related area, is desirable. 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. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

Work Experience

A minimum of three years of experience in programme, administrative services, secretarial, procurement, finance, human resources or related area is required.
Proficiency in Microsoft applications is required
Working experience with electronic, administrative and on the Enterprise Resource Planning (ERP) System/Systems Applications and Products (SAP), in an international organisation, is highly 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

Evaluation of qualified candidates for this position may include a substantive assessment which be followed by a competency-based interview.

Special Notice

Appointment against this post is on a local basis. This post is funded for an initial period of one year and may be subject to extension. External candidates will be considered only when no suitable candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take up the appointment.

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.

"Internal Applicants: When completing the form, 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. 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, 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.

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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