Posting Title: PROGRAMME MANAGEMENT ASSISTANT, G5
Job Code Title: Programme Management Assistant
Department/Office: Economic Commission for Europe
Duty Station: GENEVA
Posting Period: 12 April 2023 – 11 May 2023
Job Opening Number: 23-Programme Management-ECE-205128-R-Geneva (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organisational Setting and ReportingThis position is located in the Forest, Land Management and Housing Division (FLHD) of the United Nations Economic Commission for Europe (ECE), based in Geneva, Switzerland. The incumbent reports directly to the P5, Chief of Section, ECE/FAO Forestry and Timber Section, and is under the overall supervision of the D1, Chief of Service.
Within limits of delegated authority, the Programme Management Assistant will be responsible for the following duties:
- Assists the Chief of Section and the Director in the day-to-day office activities; serves as the focal point for the calendar processing with ECE and FAO activities and disseminates routing information on meetings and activities (e.g. Bilaterals, Team of Specialists meetings, Seminars, Workshops, Policy Talks, campaigns, missions, capacity-building events); drafts routine correspondence and other communications for the Section Chief; assists in preparing agendas and notes for the file; proof-reads correspondence and documents.
- Coordinates and provides guidance on meeting arrangements, UN procedures and practices for the above-mentioned events.
- Assists in the updates of contact data in the ECE’s contact and security registration databases and mailing lists: – Maintains administrative records in Umoja (United Nations ERP) including time and attendance keeping functions. – Assists with recruitment and testing processes of staff (RB and XB), consultants and interns (in Inspira). – Provides advice and guidance on internal processes and procedures related to travel and consultancies. – Consults and liaises with administrative and finance units in ECE and FAO. – Serves as the focal point for the Executive Office for all general administrative issues related to staff, programme and project support. – Provides logistical support: travel arrangements, meetings, procurement of platforms and interpreters, meeting rooms etc., as well as training/study tours according to the UN rules. – Performs any additional tasks assigned by the Section Chief and the Director according to the urgency.
- Assists in the preparation of intergovernmental meetings (virtual and physical), formats documents, reports and publications for meetings and coordinates with the Division of conference management for translation and reproduction services; ensures conformity of documents with UN practice; liaises with other UN staff involved in documents control, translation services, printing and publication to ensure the timely delivery of publications and documents.
- Performs all necessary support functions during the meetings. Helps organize and coordinates the side-events, such as exhibition or lunch-time sessions; reception, or related events, as required.
- Assists in the organization of capacity-building events (virtual and physical) and related logistics.
- Assists with the budgets (RB and XB) of the Section in close consultation with the Director and Section Chief, acts as the focal point for the planning, tracking and disbursing of ECE and extra budgetary funds (Umoja): – Processes requests for planned activities requiring funding in Umoja (consultancies; travel, funded meeting participation, etc.) and consolidates into the Section’s annual budget planning spreadsheet against the allocated budget (ECE RB, FAO RB or ECE Trust Fund). – Clears and processes requests for expenditure and payments; maintains the expenditures on the Section Budget (authorization of payments, disbursement of funds, procurement of equipment and services, processing invoices, allotments, and cost plans). – Retrieves reports in Umoja on financial matters and informs the Section Chief. – Administers and processes the travel and consultancies with ECE and FAO; ensures timely refund or payment. – Supports fundraising activities; assists and monitors administrative follow-ups and the reports to donor agencies on the use of resources. – Prepares the annual cost plans and prepares requests for allotment and redeployment of funds. – Assists the Director in administrative and financially matters concerning the Division, as required.
CompetenciesProfessionalism: Knowledge of internal policies, processes and procedures related to programme/project administration, meeting organization, technical cooperation, programming, budgeting and document management. Typing skills, knowledge of MS Windows, Office 365, Drupal, Word processing, editing and formatting. Ability to review, proof-read and edit, undertake basic research and gather information from standard sources. 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 & 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.
EducationHigh school diploma or equivalent is required.
Work ExperienceAt least five (5) years of experience in programme or project administration, technical cooperation or related area is required. Three (3) years of experience within the UN Common System or a similar international organization is desirable. Experience with Enterprise Resource Planning Systems (ERP), such as SAP, Oracle, Umoja, or similar, is desirable.
LanguagesEnglish and French are the working languages of the United Nations Secretariat and Russian is a working language of ECE. For the position advertised, fluency in English is required and knowledge of Russian or French is desirable.
AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special NoticeThis position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for 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. 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 ConsiderationsAccording 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.