Job Opening

Posting Title: Programme Management Assistant, G5
Job Code Title: Programme Management Assistant
Department/Office: United Nations Environment Programme
Duty Station: GENEVA
Posting Period: 20 July 2017 - 18 August 2017
Job Opening Number: 17-Programme Management-UNEP-80356-R-Geneva (E)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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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 and visa or work permits issues in order to take-up the appointment.

This is a project post and appointment against this post is for a maximum period of three (3) years only. 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.

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. The Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES) is an international agreement between states. Its aim is to ensure that international trade in specimens of wild animals and plants does not threaten their survival (www.cites.org). The CITES Secretariat is administered by UN Environment and is located at the Geneva duty station. Under the direct supervision of the Capacity Building Coordinator, Knowledge Management and Outreach Services (KMOS), the incumbent will perform the following duties:

Responsibilities

Project Management;
• Assist with day-to-day implementation of the two EU and US funded CITES capacity building projects and contribute to their work plans and expected results.
• Prepare, distribute and maintain records on project-related contracts and their progress (such as, Terms of Reference (TOR), communication, reporting) in accordance with accepted policies and procedures.
• Liaise with Administrative Services unit to monitor budget expenditures and maintain a record of project budget revisions.
• Assist with the updating of relevant project documents and web portal(s).
• Undertake other administrative and logistical tasks for the prompt and effective implementation of the project as required.

Secretarial and Administrative support for KMOS;
• Contribute to the implementation of capacity building programme.
• Assist with other knowledge and information management activities such as the CITES website, the CITES Virtual College and Library.
• Undertake other financial and administrative tasks on ad hoc basis (such as filing, drafting correspondence of a routine nature, scheduling meetings, making arrangements for staff travel, among others).
• Provide general office assistance; respond to information requests and enquiries; review, log and route incoming correspondence; set up and maintain files or records; organize meetings, workshops; handle administrative tasks, such as maintaining attendance records, assessing telephone billing.
• Perform other duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in particular those related to programme or project administration, programming and budgeting. Understanding the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to undertake basic research and gather information from standard sources. Shows pride in work and in achievements; 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.

• 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.

• 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 is required. Passing the Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognized locally administered test at a United Nations Office Away is desirable.

Work Experience

A minimum of five (5) years of progressively responsible experience in secretarial work, office management and administration is required. Working experience with the United Nations is desirable. Experience in preparing and reviewing UN contracts (such as legal instruments including Memorandum of Understandings (MoUs), Internal Cooperation Agreements (ICAs) and Small Scale Funding Agreements (SSFAs), and budget management and knowledge of UN financial system Umoja is an advantage.

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. Working knowledge of French would be desirable. Knowledge of another official United Nations language is an advantage.

Assessment

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

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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

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 At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (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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