Job Opening

Posting Title: Programme Management Assistant (Temporary Job Opening), G6 (Temporary Job Opening)
Job Code Title: Programme Management Assistant
Department/Office: United Nations Conference on Trade and Development
Duty Station: GENEVA
Posting Period: 08 November 2022 - 14 November 2022
Job Opening Number: 22-Programme Management-UNITED NAT-194860-J-Geneva (E)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The position is located in the Office of the Secretary-General of the United Nations Conferences on Trade and Development (UNCTAD), concretely with the Team that implements the initiative of the MoU between the Russian Federation and the Secretariat of the United Nations on promoting Russian food products and fertilizers to the world markets. The incumbent will report to the Head of the Team.

Responsibilities

Within delegated authority, the Programme Assistant will provide assistance in support of planning and implementation of activities related to the MOU above-mentioned. Concretely, the incumbent will be responsible for the following duties:

• Coordinate extensively with service units and liaise frequently with internal team members at Headquarters.
• Support the planning of activities, monitoring of their status, including in respect of resources utilized, as required.
• Undertake administrative duties, as required (e.g., operational travel programme; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations)
• Support in coordinating the work of the Team including organizing meetings, briefings and support to the office as required, preparing minutes of meetings and following up on the implementation of action points as needed.
• Follow-up on implementation of recommendations emanating from the Team activities, working group meetings, etc.
• Lead time management and scheduling on behalf of manager with appropriate consultation as required; effectively prioritize and resolve related conflicts and competing demands.
• Assist in the overall administration of the Team, i.e. provide substantive, programmatic and administrative support in managing priorities and work flow of the manager and of the work Team; coordinate and monitor multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products are delivered in a timely manner.
• Independently handle a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); respond, or draft responses, to a diverse range of correspondence and other communications.
• Screen and prioritize incoming correspondence; compile relevant background documents and references; identify issues requiring the manager's attention and refers others to relevant officer for appropriate disposition; monitor and follow-up on actions to be taken.
• Establish/improve administrative procedures and systems to ensure smooth functioning of the department, including filing (paper and electronic) systems.
• Handle a wide range of administrative duties/processes (e.g. leave and attendance records, timesheets, travel arrangements, visa applications, equipment purchase, service and supply requisitions, conference room bookings, etc.).
• Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters, ensuring consistency in the application of UN rules and procedures.
• Exercise quality control function for outgoing documents; proofread and edit texts for adherence for format, grammar, punctuation and style.
• Use standard office processing package to produce a wide variety of large, complex documents and reports as required.
• Assists in the preparation and analysis of programme/project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
• Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Perform other duties as assigned.

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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.

COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

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.

Work Experience

At least seven (7) years of experience in administrative services, project assistance, finance, human resources or related area is required.

Experience supporting senior level officials in an international organizational context is desired.

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 may include an assessment exercise which will be followed by competency-based interview.

Special Notice

This is a project funded position. The initial duration of this temporary job opening is for six (6) months with possibility of extension, starting as soon as possible. The extension of the appointment is subject to satisfactory performance, availability of funds and project continuation.

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.

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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

Vacancies at G1-G4 levels are open to both internal and external candidates, including staff members on temporary appointments. However, priority consideration will be given to existing serving staff members. New external candidates will only be considered when a serving staff member holding a Permanent, Continuing, Fixed-Term or Temporary Appointment at the time of application cannot be identified.

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. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated
in the application.

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.

Sorry, this job opening is no longer available.
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