Programme Management Assistant

Org. Setting and Reporting

This position is located within the United Nations Security Sector Reform (SSR) Unit in the Office of Rule of Law and Security Institutions (OROLSI), Department of Peace Operations (DPO), United Nations Headquarters. The SSR Programme Assistant reports to the Chief and/or the Deputy Chief of the SSR Unit.The Department provides political and executive direction to UN peace operations around the world and maintains contact with the Security Council, troop and financial contributors, and parties to the conflict in the implementation of Security Council mandates. It also works to integrate the efforts of UN, governmental and non-governmental entities in the context of peacekeeping operations. DPO also provides guidance and support on military, police, mine action and other relevant issues to other UN political and peacebuilding missions.

Responsibilities

Within delegated authority, the Programme Assistant will be responsible for the following duties: • Assists in the coordination and organization of: briefings on SSR to Member States; working and principal level meetings of the inter-agency SSR Task Force; annual workshop of inter-agency Senior SSR practitioners and the annual workshop for senior peacekeeping practitioners; SSR regional consultations; and others. This includes the preparation of both presentation and resource materials, as well as all administrative support. • Compiles, summarizes, and presents basic information/data for the selection of personnel, the recruitment and deployment of experts to mission areas, following requests received from Member States, field operations and offices and members of the inter-agency SSR Task Force, etc. • Drafts correspondence on budget-related issues and prepares budget reports for the Chief of the SSR Unit; monitors status of expenditures and allotments through Umoja, records variations and updates budget tables; reviews status of relevant expenditures and compares with approved budget as per General Assembly resolutions and Memorandum of Understanding with donors; reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. Supports resource mobilization and administers donor contributions. • Reviews SSR project documents (including contributions, donor reports and budgets) for completeness and compliance with relevant UN financial rules, regulations and administrative procedures prior to submission for final approval and consideration by the Chief of the SSR Unit and subsequent distribution to relevant stakeholders. Reviews budget requests; verifies availability of funds in both support and extra-budgetary accounts; ensures necessary approval and entry in Umoja. • Serves as focal point for administrative coordination of programme/project implementation activities. Involves extensive liaison with diverse organizational units to initiate requests, obtains 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. • Serves as Personal Assistant to the Chief and/or Deputy Chief when needed. Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming and outgoing correspondence; sets up and maintains files/records, in particular online; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, UN mandatory training, supplies requisitions, recruitments, extensions of appointments, performance appraisal. • Administers the SSR Unit travel and leave schedule and flexible work life arrangements procedures. • Supports with induction of new staff. • Supports in ongoing development of SSR Unit working practices, to ensure maximum productivity and performance. Undertakes research as required. • Performs other duties as assigned.

Competencies

Professionalism: knowledge of administrative and project management concepts and standards. Strong skills in administration and/or project management. Strong abilities with human resources matters, including contract management, as well as with donor contributions, budgets and related financial matters. Ability to organize meetings, and small to large events, and to perform all related administration including, if required, travel arrangements. Ability to assist senior staff in schedule management. Skills in basic research and gathering information from a variety of sources. Demonstrates strong interpersonal and team working skills. 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. 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. 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.

Job – Specific Qualification

Not available.

Work Experience

A minimum of five years of progressively responsible experience in programme/project management, implementation and/or administration, including financial administration is required. The minimum years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. Experience with the development, implementation and/or administration of international conferences, training courses and inter-agency events or related area is required. Experience with human resources matters, including contract management, is required. Experience with budget management is required. Experience administering donor contributions is required. Experience as a Personal Assistant is desired. Experience organizing and maintaining online filing systems is desired. Experience undertaking research and gathering information from different sources is desired.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified applicants may include an assessment exercise which may be followed by a competency-based interview.

Special Notice

This post is financed by the Support Account for Peace Operations for an initial period of one year. The appointment and renewal thereof are subject to availability of funds. 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. 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. Applicants who have reached the mandatory age of separation are not eligible to apply for job openings. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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.