Programme Management Assistant, G5
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Org. Setting and Reporting
Created in December 1999, the United Nations Office for Disaster Risk Reduction (UNDRR) is the designated focal point in the United Nations system for the coordination of efforts to reduce disasters and to ensure synergies among the disaster reduction activities of the United Nations and regional organizations and activities in both developed and less developed countries. Led by the United Nations Special Representative of the Secretary-General for Disaster Risk Reduction (SRSG), UNDRR has over 100 staff located in its headquarters in Geneva, Switzerland, and in regional offices. Specifically, UNDRR guides, monitors, analyses and reports on progress in the implementation of the Sendai Framework for Disaster Risk Reduction 2015-2030, supports regional and national implementation of the Framework
and catalyses action and increases global awareness to reduce disaster risk working with U.N. Member States and a broad range of partners and stakeholders, including civil society, the private sector, parliamentarians and the science and technology community.
The position is located in the United Nations Office for Disaster Risk Reduction (UNDRR), Geneva. The incumbent reports to the Programme Management Officer in the Programme Planning and Management Unit.
Under the supervision of the Programme Management Officer, the incumbent:
•Compiles, summarizes, and presents information/data on specific programmes/project and related topics or issues. Assists in the review of project documents especially cost plans/budgets, for completeness and compliance with relevant rules and procedures. Identifies inconsistencies prior to submission to the Programme Management Oversight Committee (PMOC). Distributes project documents to relevant parties upon approval.
•Creates and maintains the Grants in the Grants Module, prepares a project structure for accounting and reporting based on the approved project. 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 the Head of the Programme Planning and Monitoring Unit and the Chief, Resource Planning and Management Section and assists the Finance Unit in taking corrective actions. Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
•Assists with the preparation of various material, including templates, guidelines and reports, for UNDRR planning, monitoring and reporting for internal and external purposes. Assists in the coordination of programme/project planning and preparation work for programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review by the Programme Management Oversight Committee (PMOC) and approval by UNDRR Director.
•Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc. Assists the Unit Chief to maintain up to date information on the shared platforms for staff to access.
•Acts as a back-up to other Assistants in the Resource Planning and Management Section. Performs other duties as assigned by the supervisor or Chief of Section.
•Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment.
•Knowledge, skills and ability to extract, interpret, analyse and format data across the full range of finance and budget functions, including programme development and database management, claims and treasury operations.
•Proficiency in the use of office automation tools
•Ability to identify and resolve data discrepancies and operational problems.
•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 & 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.
•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.
High school diploma or equivalent is required.Work Experience
A minimum of five (5) years of progressively responsible experience in programme/project management, budget planning and monitoring, finance, administrative services or other related area is required.
A minimum of three (3) years of experience in Enterprise Resource Planning (ERP) systems such as Umoja and Business Intelligence reporting is desirable.
A minimum of two (2) years of experience in data management is desirable.
A minimum of two (2) years of experience working in international organizations is desirable.
English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required.Assessment
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.Special Notice
Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.
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 (ASAT) in English or French 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 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.
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.
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.
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.