Programme Management Assistant (three posts), New York

• Organization: DPA - Department of Political Affairs
• Country: United States
• City: New York
• Office: DPA New York
• Grade: G-5
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UN Secretariat, New York

Closing date: Friday, 28 October 2016

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Posting Title: Programme Management Assistant (3 Posts), G5
Job Code Title: Programme Management Assistant
Department/ Office: Department of Political Affairs
Duty Station: NEW YORK
Posting Period: 29 September 2016-28 October 2016
Job Opening number: 16-PGM-DPA-62606-R-NEW YORK (O)
Staffing Exercise ID: N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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 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; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters 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.
Organizational Setting and Reporting
The incumbent reports to the Deputy Director of the Africa II Division of the Department of Political Affairs. The Division, which covers Central, North and West Africa, is tasked with monitoring and reporting on major developments in the countries under its purview, and recommending actions for addressing the related challenges, risks and threats.
Responsibilities
Within limits of delegated authority, the Programme Management Assistant will be responsible for the following duties

• Assists in the monitoring of international developments on subjects/areas assigned and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; monitors status of programme and receipt of relevant documentation for review and approval.
• Compiles working documents, summarizes, and presents briefing material/notes/talking points/personal profiles and other correspondence on specific subjects/areas and related topics or issues.
• Maintains contact across DPA Units, Special Political Missions, UN Agencies and coordinate extensively with service units at UNHQ and in the field.
• Reviews working documents, , for completeness prior to submission for final approval and signature; identifies inconsistencies; distributes working documents to relevant parties upon approval.
• Verifies availability of funds; ensures necessary approval, processing in the computerized system.
• Serves as focal point for administrative coordination of programme activities, involving extensive liaison within DPA and with the Executive Office to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, and brings to the attention of management.
• Drafts routine correspondence, and processes incoming and outgoing correspondence submitted by the unit to the ASG, OUSG and EOSG as appropriate.
• 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.
• Provides guidance/training to new/junior staff.
• Performs other duties as assigned.

Competencies
Professionalism

• High degree of computer literacy working with administrative software applications (Word and Excel).
• Ability to maintain calendars and schedules, carry out quality control of outgoing documents, draft routine correspondence, provide assistance in the coordination of system-wide activities as well as to research, compile and summarize background materials upon request from desk officers.
• Knowledge of general office and administrative support including administrative policies, processes and procedures, as well as familiarity with press and online media sources.
• Demonstrates efficiency in meeting multiple deadlines, responding to requests, keeping records and filing relevant incoming and outgoing documents.
• 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 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.

Education

• High school diploma or equivalent.

Work Experience

• A minimum of five years of experience in programme or project administration, technical cooperation or related is required. using project management tools is required.
• Experience providing support to high-level officials is desirable.
• Experience providing support to field operations 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 French is desirable.

Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
United Nations Considerations
00000000000000000000000000000000000000 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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.
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.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on 'The Application Process' and the Instructional Manual for the Applicants, which can be accessed by clicking on 'Manuals' hyper-link on the upper right side of the inspira account-holder homepage.
The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations.
Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (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.