Programme Management Assistant

Job title:

Programme Management Assistant

Company

United Nations

Job description

This position is located in the Programme Management and Capacity Development Unit (PMCDU) of the Division for Public Institutions and Digital Government (DPIDG) in the Department of Economic and Social Affairs (DESA). DPIDG focuses on supporting countries in improving effective, accountable and inclusive institutions at all levels for internationally agreed development goals, including the Sustainable Development Goals (SDGs). The Programme Management Assistant will be under the overall supervision of the Director of DPIDG and the direct supervision of the Chief of the Programme Management and Capacity Development Unit.

More information on DPIDG is available at ttps://www.un.org/development/desa/en/about/desadivisions/public-administration.html

Responsibilities

Within delegated authority, the Programme Management Assistant will be responsible for the following duties:

• Assists in administrative, financial and personnel actions required for the effective management and implementation of programme activities and projects under the Regular Budget, Regular Programme Technical Cooperation, UN Development Account and DESA-executed extra budgetary-funded projects.
• Provides assistance in support of planning and implementation of the Unit’s capacity development activities and programme management processes.
• Initiates recruitment actions for experts and consultants; assists in travel arrangement for experts and consultants; requests letters of authorization and miscellaneous obligation documents; arranges for administrative support services for experts/consultants in the field.
• Prepares draft project budgets and budget revisions including covering correspondence, ensuring that requisite information is included and justified in terms of proposed activities; verifies availability of funds, ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures; provides assistance in the interpretation of budget guidelines and monitors status of project proposals reviews and financial records; propose adjustments as necessary; prepares documents for closure-of projects; reviews correspondence from UN project offices and drafts appropriate responses.
• Researches, compiles, and summarizes basic information and data on programmes/projects related to capacity development.
• Performs the following administrative inter-related tasks: prepares requisitions for office supplies and IT equipment and oversees receipt and administration of requisitions; maintains inventory of supplies; maintains attendance records.
• Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organizational units.
• Prepares, maintains and updates the divisional workplan, files on the SharePoint and internal databases on Divisional intranet and websites; designs and generates a variety of periodic and ad hoc reports and other background materials to facilitate inspection and audit reviews.
• Provides other administrative and capacity development support, through the use of office automation systems and ICT tools, as assigned.

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.

• 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 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.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

A minimum of seven years of experience in programme or project administration, technical cooperation or related area is required. The minimum years of relevant experience is reduced to five years for candidates who possess a first-level university degree or higher.

Experience working in an international organization or equivalent 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 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.

Special Notice

This 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.

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.

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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.

Expected salary

Location

New York City, NY

Job date

Fri, 26 Jan 2024 03:28:21 GMT

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