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. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
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.
The Department of Safety and Security (DSS) is responsible for providing leadership, operational support and oversight of the security management system to enable the safest and most efficient and effective conduct of the programmes and activities of the United Nations System. This position is located in the Office of the Under-Secretary-General (OUSG) for Safety and Security and the incumbent reports to the Under-Secretary-General through the Special Assistant to the Under-Secretary-General.
The incumbent serves as both Programme Assistant and the Executive Assistant to the Under-Secretary-General.
Within delegated authority, the Programme Assistant will be responsible for the following duties:
• Independently provides full range of programme management and implementation assistance at all phases of the programme cycle for various departmental programme and project initiatives, seeking guidance as necessary.
• Researches, compiles, analyses, summarizes, and presents basic information and data to support the work of the Office of the Under-Secretary General, highlighting noteworthy issues/trends for consideration by appropriate parties. Coordination of/preparation of relevant document/background notes for meetings organized by the OUSG.
• Reviews, appraises and revises, as necessary, submissions for substantive programmes, ensuring compliance with guidelines and programme objectives; identifies problems/issues, seeks clarifications assess replies, and prepares a summary with suggestions for further action.
• Drafts and forecasts projected timelines for the completion of tasks and priorities set by the USG based on submissions; prepares monitoring checklists, identifying stages of programme development, confirms funding source and availability, and follow-up actions required. Tracks progress on agreed issues; follows up with focal points on deadlines, commitments made, actions taken and coordination of collection and submission of reports to the USG.
• Prepares communications on programme-related activities; drafts inputs for a wide range of documents/reports, briefings/debriefings, correspondence, etc. Screens incoming communications, filters outgoing correspondence for the USG’s signature, clearance and further action by other staff, wherever needed. Adheres to the appropriate protocol and correspondence guidelines when communicating with partners.
• Serves as focal point for coordination and monitoring of implementation activities; monitors implementation at all stages to ensure work is proceeding according to established plans, including analysing implementation difficulties and initiating remedial action; liaises with diverse organizational units to initiate requests, obtains necessary clearances, processes and follows-up on administrative actions and resolves issues related to programme implementation, e.g. recruitment and appointment of personnel, travel arrangements, organization of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc. Analyzes and maintains an overview of the work of the USG's office to ensure that timely administrative support is provided.
• Efficiently manages the USG’s schedules, administration of meetings, appointments and briefings. Takes full responsibility for the USG’s time management and schedule; arranges appointments and maintains the USG’s agenda; serves as first point of contact and liaises with senior officials; receives visitors (often high-ranking); places, screens telephone calls and answers enquiries; prioritizes and resolves related competing demands.
• In support to the Under-Secretary-General, provides secretariat services to committees, ad hoc tasks forces, etc.; drafts and circulates agenda notes to members/participants; assembles background documentation; drafts minutes of the meeting; monitors follow-up actions, etc. Provides essential and required information to the USG in the area of office management and support in the organization and convening of senior management meetings and meetings with government representatives and other dignitaries.
• Responsible for all administrative requirements with respect to the USG’s travel. Follows up on administrative procedures required upon completion of travel.
• Establishes internal databases; sets up, files, stores and manages data and information relevant to the scope of programme/project activities. Analyzes and maintains an overview of the work of the USG’s front office to ensure that timely administrative support is provided.
• Supervises office support staff, including distribution and review of work assignments, training, and inputs to performance evaluation.
• Performs other duties as assigned.
• Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to programme 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 design information data bases from multiple sources into an integrated programme evaluation system. Ability to direct, supervise and train office support staff. Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness and ability to deal proactively and tactfully with offices throughout the organization. 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 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.
• Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
High school diploma or equivalent.
A minimum of 10 years of progressively responsible experience in programme or project administration, technical cooperation or support to senior management is required. At least three years of experience as a Personal or Executive Assistant to a senior official within the UN Secretariat, UN Common System or other similar international organization is desirable. Experience in handling sensitive and confidential information is desirable. Experience in travel planning, records management and correspondence management is desirable. Experience in using Enterprise Resource Planning (ERP) systems, such as SAP or Umoja, for travel and office supply requisitions, is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in written English is required. Knowledge of French is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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.
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.