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Programme Management Assistant

Website United Nations

United Nations Jobs in Geneva: Programme Management Assistant

Duty Station: Geneva, Switzerland

Posting Period: 13 March 2020 11 April 2020

This position is located in the Executive Office of the High Commissioner, at the Office of the High Commissioner for Human Rights (OHCHR) in Geneva, Switzerland. The incumbent reports to the Senior Human Rights Officer and to the Deputy High Commissioner for Human Rights.

Job description

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

  • Assists in the coordination of programme/project planning, preparation and implementation work for the Executive Office; monitors status of programmes/projects and receipt of relevant documentation for review, approval and/or action.
  • Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues.
  • Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a 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.
  • Compiles, summarizes and enters data on programme/project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management;
  • Drafts correspondence on programme/project-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
  • Provides general office assistance; drafts correspondence in English, French and Spanish or Arabic, responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
  • Provides guidance/training to new/junior staff, including interns.
  • Performs any other duties as assigned.

Job requirements

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 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. 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.

Work Experience

  • A minimum of five (5) years of administrative experience in programme or project administration, technical cooperation or related area is required.
  • Out of these, three (3) years’ experience within the United Nations is desirable.
  • Experience working with Enterprise Resource Planning (ERP) systems, such as Umoja is desirable.

Languages

  • English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and French is required. Fluency in Spanish or Arabic is desirable.

Assessment

  • Evaluation of qualified candidates may include an assessment exercise which will 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. 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 (ASAT) at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, ICTY 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.

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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