Under the supervision of the Administrative Officer, Administrative Service Team (AST), the incumbent will, within limits of delegated authority provide assistance and support for the implementation of programs and activities of the CITES Secretariat and the day to day work of the Administrative Service Team. The position is time-bound until 31 December 2022 and is subject to extension following the CoP19 in Mach 2022.
Within limits of delegated authority and depending on location, the Programme Management Assistant may be responsible for the following duties
1.Provide support for the development and implementation of the CITES Programme of Work:
•Assists in the preparation and analysis of programme/project budget proposals; provides assistance in the interpretation of budget guidelines; support the reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; prepares reports and ensures that outputs/services are properly categorized;
•Assists in the coordination of project planning and preparation; monitors status of project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval;
•Upon request, undertake researches into specific areas of work and compile the findings and supporting material in a format which will provide clear information for use within the Unit or the wider Secretariat;
•Collaborates with Programme Officers and Managers to support reporting; Liaises with relevant parties on the interpretation of the activities scheduled in the project documents, medium-term and internal work plans; provides assistance and training on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted;
•Provides input in budget expenditures with respect to the approved fund budget and implement the re-allocations between budget lines as necessary; Provides input into the preparation of cost estimates and budget proposals on staff, non-staff costs and expenditures including programme support cost;
•Monitors and responds to queries on payments to Implementing Partners and receipt of Donor funding, processes payments for Small Scale Funding Agreements in the UMOJA (UE2) Implementing Partner Portal.
•Monitors allotments, expenditures and commitments; analyze and verify accuracy, validity and availability of funds; Review, analyze and report year-end funding summary balances for each fund allocation/allotment; Verify uncommitted balances and advice on their possible liquidation
2. Provides assistance in and support for the of planning and implementation of the activities in the Administrative Service Unit :
Human Resource Management:
•Assists the Administrative Officer with the recruitment process; participates in the selection of candidates by evaluating and screening applications of candidates, conducting preliminary assessment; takes parts in Interview panel and prepares Interview reports, selection and classification documents and takes the necessary administrative steps for the onboarding of the selected Staff members, consultants, individual contractors and Interns.
•Initiates, processes, monitors, reviews and follows-up on actions related to the administration of Staff Contracts, eg. contract renewals, relocation, promotion, performance appraisal, job re-classifications and separation.
•Acts as HR Focal Point; advises staff on benefits, entitlements and allowances such as dependency allowances, settling in grant, relocation grants, rental subsidies, education grant, language allowance, step increment, repatriation grant, etc.) in accordance with staff regulations and administrative instructions.
Budget and Finance:
•Supports the Administrative Officer in extracting information and generating expenditure reports from SAP database (UMOJA); assists in preliminary analyses of the extracted information, identifies issues and highlights areas of concern for the attention of the Administrative Officer and carries out periodic status reviews, initiates requisite follow-up actions;
•Drafts correspondence and initiate ineed requests related to inquiries in respect of relevant financial and budget matters.
Travel and Payments to Vendors:
•Supports and liaises with other administrative staff members in the preparation of relevant meeting documents, provide logistical support and liaise with travel agency to plan Mission travel for Meeting Participants (Travel Administrator role) for the Conference of Parties and other Committee meetings within the Secretariat;
•Peer-reviews payment documents for all service providers such as Consultants, Individual Contractors, Translators and Vendors, investigates discrepancies between budget allocation, fund commitment and recommend appropriate corrective actions;
3. General Administration :
•Organizes and maintains the team's filing system (electronic and paper) updates associated internal databases, generates a variety of periodic and ad hoc reports, statistical tables, charts, graphs, and other background materials as may be needed;
•Draft correspondence and communication, such as notifications, Memos and presentations relevant to the program activities of the CITES Secretariat as well as prepare contributions for a variety of reports.
•Attend a variety of meetings to follow discussions, take notes, prepare minutes or summary reports, notes for the file, correspondence, etc;
•Provides guidance to Staff Members regarding new Administrative Instructions or new financial rules relating to implementation of Projects or programmes;
•Performs other duties as assigned.
PROFESSIONALISM: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Knowledge, skills and ability to extract, interpret, analyze and format data across the full range of finance and budget functions, including programme development and database management, claims and treasury operations. Ability to identify and resolve data discrepancies and operational problems. 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.
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.
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.
Completion of high school diploma or equivalent is required. Supplementary training in the field of Business Administration or related field is desirable.
A minimum of seven (7) years of progressive work experience in programme and project support or general administration services in an international organization is required.
Practical experience in performing transaction functions in Enterprise Resource Planning (ERP) systems preferably Systems Applications and Products in Data Processing (SAP) system [UN Umoja] and familiarity with HR recruitment portals such as Oracle [UN Inspira] is desirable.
Working experience with an international organization is required.
English and French are the working languages of the United Nations Secretariat. For this post, fluency in written and oral English is required.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Appointment against this position is for an initial period of one year and may be subject to extension.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. 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 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.
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 email 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.
Internal Applicants – 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.
Aux termes du paragraphe 3 de l’Article 101 de la Charte des Nations Unies, la considération dominante dans le recrutement du personnel doit être la nécessité d’assurer à l’Organisation les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. Ne seront pas retenues les candidatures des personnes qui ont commis des violations du droit international des droits de l’homme, des violations du droit international humanitaire, des actes d’exploitation, d’atteintes ou de harcèlement sexuels, ou au sujet desquelles il existe des raisons plausibles de croire qu’elles ont été impliquées dans la commission de tels actes. L’expression « exploitation sexuelle » désigne le fait d’abuser ou de tenter d’abuser d’un état de vulnérabilité, d’un rapport de force inégal ou de rapports de confiance à des fins sexuelles, y compris mais non exclusivement en vue d’en tirer un avantage pécuniaire, social ou politique. On entend par « atteinte sexuelle » toute atteinte physique de nature sexuelle commise par la force, sous la contrainte ou à la faveur d’un rapport inégal, ou la menace d’une telle atteinte. Le harcèlement sexuel s'entend de tout comportement déplacé à connotation sexuelle raisonnablement propre ou de nature à choquer ou humilier, lorsqu'il entrave la bonne marche du service, est présenté comme une condition d'emploi ou crée au lieu de travail un climat d'intimidation, d'hostilité ou de vexation, et lorsque ce comportement est assez grave pour justifier le licenciement de son auteur. La candidature de personnes qui ont commis des infractions autres que des infractions mineures au code de la route ne sera pas retenue.
Sera dûment prise en considération l'importance d'un recrutement effectué sur une base géographique aussi large que possible. Aucune restriction ne sera imposée par l'Organisation à l'accès des hommes et des femmes, dans des conditions égales, à toutes les fonctions, dans ses organes principaux et subsidiaires. Le Secrétariat de l'Organisation des Nations Unies est un espace non-fumeurs.
La considération dominante dans l’engagement, la mutation ou la promotion du personnel est la nécessité de s’assurer les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. En acceptant une offre d’engagement, les membres du personnel sont soumis(es) à l’autorité du Secrétaire général, qui peut leur assigner l’une quelconque des tâches ou l’un quelconque des postes de l’Organisation des Nations Unies, conformément à l’alinéa c) de l’article 1.2 du Statut du personnel. Dans ce contexte, tous les membres du personnel recrutés sur le plan international sont tenus de changer de fonctions périodiquement à l’intérieur d’un même lieu d’affectation ou dans un autre lieu d’affectation, dans les conditions fixées par le Secrétaire général.
Les candidats sont invités à respecter scrupuleusement toutes les instructions disponibles sur la plateforme de recrutement en ligne Inspira. Pour des informations plus détaillées, ils ou elles peuvent consulter le manuel d'instructions pour le candidat, en cliquant sur le lien hypertexte « Manuels » sur le côté supérieur droit de la page d'accueil de leur compte Inspira.
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