Posting Title: Programme Management Assistant, G5

Job Code Title: Programme Management Assistant

Department/Office: Department of Economic and Social Affairs

Duty Station: Huzhou (Deqing)

Posting Period: 29 August 2023 – 27 September 2023

Job Opening Number: 23-Programme Management-DESA-216938-R- (E)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organisational Setting and ReportingThis position is located in the United Nations Global Geospatial Knowledge and Innovation Centre (UN-GGKIC) of the Department of Economic and Social Affairs (DESA) in Deqing, China. The Programme Management Assistant reports to the Senior Geospatial Information Officer. The Centre’s overarching goal is to work towards the ambitions of implementation of the United Nations Integrated Geospatial Information Framework (UN IGIF) set by Member States, to develop capacity, promote and support the required innovation, leadership, coordination and standards to develop, strengthen, integrate and deliver national geospatial information policy, data, systems, tools, services and capabilities into their national government development policies, strategies and arrangements.

Responsibilities

Under the direct supervision of the Senior Geospatial Information Officer and within limits of delegated authority, the Programme Management Assistant may be responsible for the following duties:

•  Assists in the coordination of programme/project planning and preparation work for the capacity development activities of the United Nations Global Geospatial Knowledge and Innovation Centre; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
•  Performs, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to a senior officer or manager responsible for the project/activities.
•  Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues of the Centre. Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.
•  Reviews project documents of the Centre, 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 related to the project/activities; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
•  Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
•  Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain 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.
•  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.
•  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 related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.
•  Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. Provides guidance/training to new/junior staff.
•  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.
•  Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
•  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.

EducationHigh school diploma or equivalent.

Work ExperienceA minimum of five years of experience in programme or project administration, technical cooperation or related area is required. Experience in organization of international conferences, workshops, meetings, and training seminars, including travel arrangements for participants, is required. Experience in using Enterprise Resources Planning (EPR) system, such as Umoja, for low-value acquisitions, purchase orders and services of consultants and individual contractors is desirable. Experience in monitoring and evaluation systems for project management and performance is desirable.

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

AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special NoticeThis is a project post. Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal is subject to the availability of the post or funds, budgetary approval or extension of the mandate. 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.

United Nations ConsiderationsAccording 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. 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.