Programme Management Assistant

Org. Setting and Reporting

This position is located in the Division for Palestinian Rights (DPR), Department of Political and and Peacebuilding Affairs (DPPA) at Headquarters, in New York.

The Programme Management Assistant will work under the overall supervision of the Director of the Division. In the implementation of the project’s cross-cutting tasks, s/he will coordinate her/his work with other Team Leaders in the Division as they pertain to their portfolios. Responsibilities

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

- Assists in the coordination of project planning and preparation work for, typically, a medium-size and complex component of the Division’s programme of Work; monitors status of project proposals and receipt of relevant documentation for review and approval. - Compiles, summarizes, and presents basic information/data on specific 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; identifies inconsistencies; distributes project documents to relevant parties upon approval. - Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system. - Serves as focal point for administrative coordination of 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. seeking quotes from vendors according to UN procurement rules and procedures, authorization of payments, disbursement of funds, procurement services, etc. - Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management. - Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc. as required. - Provides general office assistance; 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. - 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. 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.

Client Orientation: Consider all “clients” and seek their point of view. Establish and maintain productive partnerships. Identify clients’ needs and provide solutions. Monitor the clients’ environment and anticipate problems. Keep clients informed of progress or setbacks in projects. Meet timelines for delivery of products or services to clients 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. Education

High school diploma or equivalent is required.

Work Experience

Five years of experience in programme or project administration, technical cooperation or related area is required.

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

Appointment or assignment against this position is for an initial period of six months. The appointment or assignment and renewal thereof are subject to satisfactory performance and the availability of the post or funds, budgetary approval or extension of the mandate.

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. 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 United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. Deadline for Application: 14 July 2020 More Information and Application details