Closing date: Tuesday, 14 March 2023
Posting Title: Programme Assistant (Temporary Job Opening), G6 (Temporary Job Opening)
Job Code Title: Programme Management Assistant
Department/Office: Resident Coordinator System
Duty Station: NEW YORK
Posting Period: 08 March 2023 – 14 March 2023
Job Opening Number: 23-Programme Management-RCS-204032-J-New York (X)
United Nations Core Values: Integrity, Professionalism, Respect for DiversityOrganisational Setting and Reporting
This position is located in the United Nations Development Coordination Office (UNDCO) and reports to the Chief, Policy and Programming Branch.
Responsibilities
Within delegated authority, the Programme Assistant will be responsible for the following:
- Supports the work of the Chief of Branch in her/his oversight of the work of the Branch; assists with timely and efficient preparation for meetings, travel, and outreach.
- Serves as first point of contact and liaison with senior officials internally and externally and as focal point on managing administrative and logistics on all major policy and programming events, and/or workshops.
- Supports the work of the Chief of Branch in her/his oversight of the work of the Secretariat of United Nations Sustainable Development Group (UNSDG) Joint Fund for Agenda 2030; researches, compiles, analyses, summarizes, and presents basic information/data on specific topics.
- Supports the Chief of Branch in building strategic partnerships with other entities of the United Nations Development System (UNDS) and external partners, including through UNDG mechanisms; drafts correspondence; provides inputs for planning; assists with reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted to external partners.
- Assists in the management of contractual arrangements of cutting-edge expertise to Resident Coordinators (RCs), Resident Coordinator Offices (RCOs) and UN Country Teams (UNCTs) on SD policy and implementation support matters; prepares terms of reference; identifies potential candidates; follows up on recruitment and procurement processes
- Provides assistance in the production and delivery of information communication products related to the branch’s oversight of policy development, partnerships, innovations, interagency programming facilitation and strategic finance; drafts programme/project summaries, coordinates review and clearance process, and coordinates with editor, translation services, etc. on finalization and publication of report multiple languages.
- Conducts targeted research for the Chief of Branch on thematic areas under her/his oversight.
- Supports the logistics of the office of the ASG and UNDOCO Director when additional support is required.
- Supports the management of the vendor contracts, and related procurement processes in the Policy and Programming Branch, in collaboration with colleagues in the Resident Coordinator System Business Management Branch.
- Supports information platform of the branch and ensures services for users and communications with users.
- Designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to support the work of the branch.
- Maintains confidentiality of documents and information.
- Assists in the coordination of programme/project planning and preparation; monitors status of programme/project proposals. Assists in the preparation and analysis of programme/project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; proposes adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
- Assists in the monitoring and evaluation of UNDCO programme and policy support activities; categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures.
- Collaborates with RCOs and UNCTs on performance reporting; liaises with relevant parties on the interpretation of the activities/services and various planning instruments such as the medium-term plan and internal work plans.
- Serves as focal point for coordination of the Branch’s activities, involving extensive liaison with a diverse organisational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
- Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
- Drafts correspondence and communications related to all aspects of the Branch’s administration, as well as prepares unit contributions for a variety of periodic reports.
- Performs other related duties, as required.
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. Demonstratedability 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.
- 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.
Education
High school diploma or equivalent is required.Work Experience
A minimum of seven years of experience in programme or project administration, technical cooperation or related area is required. Experience supporting the Resident Coordinator (RC) system or a comparable international organization at the regional level is desirable Experience working at the headquarters of a development cooperation organization or equivalent is desirable. Experience working within the United Nations system or a comparable international organization is desirable. Experience providing project/programme support in the area of development cooperation is desirable. Relevant field experience 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 UN 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 temporarily available for 364 days. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
- While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
- Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
- This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
- Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
- Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
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.
