Senior Programme Management Assistant

Org. Setting and Reporting

This position is located in the Production and Support Service (PSS), Division of Conference Management (DCM), Department for General Assembly and Conference Management (DGACM), United Nations Office at Geneva. The incumbent reports to the Chief of Service.

Responsibilities

Under the general supervision of the Chief of the Production and Support Service, the incumbent performs the following tasks: • Independently provides full range of programme management support to the Chief and staff of the Production and Support Service in the development and implementation of the work programme, special projects, initiatives and activities by conducting research and formulating notes and suggestions. • Finds, compiles, analyzes, summarizes, and presents information and data on a full range of activities related to the Production and Support Service. • Reviews, appraises and revises, as necessary, all submissions received from PSS Sections and submits for clearance through the DCM Request Management System, ensuring compliance with guidelines; identifies problems/issues, seeks clarification from Sections, assesses replies and advises the Chief of Service and provides suggestions for further action. • Reviews and evaluates programme support components of standard operating procedures within the Service to improve their efficiency and effectiveness; provides inputs on the formulation of guidelines and establishment of new procedures. • Monitors and supports the implementation of a full range of activities within the Production and Support Service including initiatives as assigned by the Chief of Service. • Serves as focal point for the coordination, monitoring and implementation of administrative/ operational activities within the Production and Support Service. Monitors implementation at all stages to ensure activities are proceeding according to established plans, including analyzing difficulties and initiating remedial administrative/operational actions; liaises with relevant counterparts to initiate requests, obtains necessary clearances and resolves issues related to recruitment and appointment of personnel, use of resources for temporary assistance for meetings , recruitment of consultants/individual contractors, procurement of equipment and services, premises management, IT-related initiatives and projects, recruitment of interns, training and external studies coordination and monitoring of travel of PSS staff including to service meetings and conferences outside of the duty station. • Serves as focal point for the coordination, monitoring and implementation of activities related to the staff selection system within the Production and Support Service ensuring compliance with relevant rules and regulations. Monitors workforce planning analyzes classification requirements and assists with preparing classification questionnaires, drafts job openings, assists the hiring manager with eligibility screening, coordinates substantive/written assessments and competency-based interviews, drafts and circulates interview notes; and monitors follow-up actions. • Attends to various matters concerning management of programme of work, financial and human resources in the Production and Support Service. Monitors and analyses Umoja generated reports related to management of PSS budget and resources; maintains records and data related to matters within his/her responsibilities. • Maintains constant contact and coordinates extensively with the Chief of Service and Chiefs of Section. Provides technical advice and training, as required, to support personnel in PSS and when required other DCM Services; reviews relevant documents and reports to gather information and keeps abreast of the timing and substance of key meetings, events, activities; maintains files and databases on key subjects. • Identifies and resolves diverse issues/problems as they arise and determines appropriate actions. • Prepares briefs on assigned topics; responds, both orally and in writing, to a broad range of routine questions and information requests on PSS activities from various parties; as appropriate forwards questions/requests to relevant parties for reply; drafts correspondence on a wide range of subjects including of a confidential nature. • Supports change management in PSS through effective information sharing and problem solving. • Performs other duties as assigned.

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources and procurement. Extensive knowledge and ability to apply various United Nations administrative, financial, procurement and human resources rules and regulations in work situations. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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. CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

At least ten (10) years of professional experience in programme, administrative services, conference services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher. A minimum of seven (7) years of experience within the United Nations Common System or similar international organizations is required. At least three (3) years of experience in processes and procedures related to travel, procurement, finance, human resources and Enterprise Resource Planning (ERP) systems such as Umoja or Inspira is desirable. At least two (2) years of experience in managing databases and producing reports and dashboards is desirable. Experience in the application of procurement policies, processes and procedures in relation to the purchase of a wide range of supplies and services in the United Nations Common System or similar international organizations is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in both English and French is required. Knowledge of another official United Nations language 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. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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.