Job Opening

Posting Title: Programme Management Assistant (Temporary Job Opening), G6 (Temporary Job Opening)
Job Code Title: Programme Management Assistant
Department/Office: United Nations Office at Geneva
Duty Station: GENEVA
Posting Period: 31 August 2021 - 29 September 2021
Job Opening Number: 21-Programme Management-UNOG-162628-J-Geneva (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This post is located in the Office of the Chief, Interpretation Service, Division of Conference Management, Department for General Assembly and Conference Management, Geneva. The incumbent reports to the Chief, Interpretation Service and the Senior Programme Management Assistant.

Responsibilities

Under the guidance of the Chief of Service, and the supervision of the Senior Programme Management Assistant, the incumbent will be responsible for the following duties:

Interpretation Programming
- Establishes a draft bi-annual plan of hiring needs and refines planning and needs throughout the year, based on the Calendar of Meetings.
- Provides direct support to Programming Officer, communicating information on meeting and mission updates, including other related Services in the Division; provides data on freelance interpreters; monitors output of Programming Officer and Provisional Programme and makes suggestions for eventual changes; may be called upon to act on behalf of Programming Officer, taking action to ensure programme coverage, including dispatch of daily programme.
- Proposes the draft daily assignment list for approval by the Chief of Service, taking into account established plans and subsequent updates; makes the necessary adjustments in the event of a change of schedule or the absence of an interpreter, often within limited timeframes.
- Consults with the Central Planning and Coordination Service and the secretariat of other departments (UNCTAD, ECE, OCHA, OHCHR) to confirm interpretation needs for conferences, meetings and missions.
- Is responsible for ensuring the overall completeness of the availability lists for permanent interpreters (annual leave and other periods of absence) and for temporary interpreters.
- Based on established needs, makes formal offers of work assignments to freelance interpreters, collaborating with administrative support colleagues for related freelance recruitment formalities.
- Prepares statistical reports, verifying any perceived anomalies and updating as necessary based on other known data; liaises with the relevant Services in the Division on productivity figures, interpreter-days, Service assignments, freelance time and attendance data, and related matters.
- Based on technical knowledge, makes recommendations for improvements to the design and delivery of interpretation programming and related functions, and to the maintenance and enhanced development of the interpretation programming systems; Supports the establishment of a technical plan and acts as a Focal Point with other technical staff to execute related activities. Provides technical guidance and training to Service.

General Administration
- Can be called upon to facilitate and support staff with administrative actions relating to HR, travel, financial actions and leave, making use of ERP systems such as UMOJA, and other working tools such as INSPIRA, and local UNOG workflow platforms (e-services, automated forms and request systems).
- Ensures the service’s telephones are manned at all times; regularly participates in shift coverage during lunchtimes and staff absences.
- Regularly monitors all forms of correspondence received, takes action, redistributes or escalates matters as appropriate; Drafts correspondence related to programme administration, prepares or contributes to workplans, periodic reports, presentations, etc, as required.
- Maintains up-to-date work unit files and data tables (both paper and electronic).
- Performs other related administrative duties relating to the day-to-day functioning of the service, as required.
- May be called upon to replace other staff in the section in their absence.

Competencies

PROFESSIONALISM:
Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify and resolve a range of issues/problems and 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. 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.

TECHNOLOGICAL AWARENESS:
Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

High school diploma or equivalent.

Work Experience

A minimum of seven (7) years of experience in programme or project administration, technical cooperation or related area is required.
At least five (5) years within the United Nations Common System is desirable.
Hands-on experience in technology support for web-based meetings management and other database and ERP tools is desirable.
Experience in providing administrative support to a senior UN official 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 French is desirable.

Assessment

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

Special Notice

• This position is temporarily available for a period of 6 months with a possibility of extension. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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.

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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