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Org. Setting and Reporting
This position is located in the Institutions for Sustainable Development Goals Branch (ISDGB), in the Division for Public Institutions and Digital Government (DPIDG), Department of Economic and Social Affairs (DESA). The incumbent is under the overall guidance of the Director of the Division and the direct supervision of the Chief of ISDGB. DPIDG focuses on supporting countries in improving effective, accountable, inclusive and transparent institutions in public administration at all levels for internationally agreed development goals, including the Sustainable Development Goals (SDGs). More information can be found at https://publicadministration.un.org/en/
Responsibilities
The Programme Management Assistant will be responsible for the following duties:
• Assists in the evaluation and examination of data sets for accuracy, clarity and validity;
• Assists in monitoring developments/issues on subjects or areas assigned by collecting, selecting, analyzing and compiling materials from multiple sources, e.g. relevant databases, the library and Internet;
• Sorts, consolidates, extracts and processes data and enter into relevant databases, including the divisional knowledge base;
• Prepares variety of reports, tables, charts for information and review by senior officers;
• Prepares abstracts/bibliographic descriptions for inclusion in documents and databases;
• Provides support to Branch staff for the finalization of communication material (presentations, e-courses, reports, briefs), including formatting, editing and posting.
• Prepares updates for the pages of the Divisional website falling in the substantive areas of the Branch;
• Provides general office assistance; responds to complex information requests and inquiries; organizes meetings, workshop and handles routine administrative tasks, such as maintaining attendance records, preparing/processing administrative requests/documents;
• Attends Branch and other work meetings when requested and intervenes actively through sharing information and taking part in team work;
• Assists the Branch and the Division to serve at occasional meetings;
• Serves as focal point for administrative coordination of programme/project implementation activities, involving liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc;
• Monitors status of programme/project proposals and receipt of relevant documentation for review and approval;
• Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues;
• Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature and identifies inconsistencies;
• Assists in all administrative, financial and personnel actions required for the effective
management and implementation of technical cooperation projects under the Regular Programme, UN Development Account, and DESA-executed extra-budgetary funded projects, as well as backstop UN regular budget activities;
• Drafts correspondence on budget-related issues and prepares and updates periodic reports, and accounting spreadsheets, etc;
• Researches, extracts and compiles basic information and technical data on specific programmes/projects and related topics and issues;
• Performs other duties 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. Ability to understand of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to work well with figures, undertake basic research and gather information from standard sources. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• 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.
• 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.
Education
High school diploma or equivalent is required.
Work Experience
A minimum of five years experience in programme or project administration, technical
cooperation or related area is required.
Experience in processing recruitment of temporary personnel, or consultants or individual contractor is desirable.
Experience in supporting the organization of international conferences or workshops, including travel arrangements for meeting participants, is desirable.
Experience in integrated information management system, such as Umoja, or similar system, specifically in preparing travel requests, request for consultants and individual contractors, and low value acquisitions is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
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.
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.
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.
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