PROGRAMME ASSISTANT, G6 , BEIRUT, Lebanon

Posting Title: PROGRAMME ASSISTANT, G6
Job Code Title: Programme Management Assistant
Department/Office: Economic and Social Commission for Western Asia
Duty Station: BEIRUT
Posting Period: 18 October 2017 – 16 November 2017
Job Opening Number: 17-Programme Management-ESCWA-87066-R-Beirut (O)

 

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Special Notice

Appointment against this post is on a local basis; candidates shall be recruited in the country of the duty station, irrespective of nationality and length of time the candidate may have been in the country. If no suitable candidate is identified, overseas candidates will be considered subject to a passing grade on the relevant entry-level examinations at the duty station.

Staff members are subject to the authority of the Secretary-General, who may assign them to any task or function in the organization. In this context, all staff are expected to move periodically to new functions during their careers in accordance with established rules and procedures.

The candidate is responsible for any expenses incurred in order to take the examination and, in the event of an employment offer, any costs relating to travel and relocation to the duty station.

Org. Setting and Reporting

This post is located within the Office of the Deputy Executive Secretary for Programme Support of the Economic and Social Commission for Western Asia (ESCWA). The Programme Assistant reports directly to the Chief of the Programme Planning and Technical Cooperation Section (PPTCs) and will be under the overall supervision of the Deputy Executive Secretary for Programme Support for Progrmme Support.

Responsibilities

Within delegated authority, the incumbent will be responsible for the following duties:

1 – Provides assistance in support of planning and implementation activities/processes for, substantive Divisions in particular on extra-budgetary (XB) activities;
2 – Researches, compiles, analyses, summarizes, and presents basic information/data on assigned sub-programmes and in particular on XB activities;
3 – Assists in the coordination of programme/project planning and preparation; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval;
4 – Assists in the preparation and analysis of programme/project budget proposals particularly for XB funding; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; proposes adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized;
5 – Assists in the monitoring and evaluation of extra-budgetary programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures;
6 – Collaborates with programme/project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled in the Programme Budget (PB) and various planning instruments such as the medium-term plan and internal work plans; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted;
7 – Drafts programme/project summaries, coordinates review and clearance process, and coordinates with editor, translation services, etc. on finalization and publication of reports in multiple languages;
8 – Serves as focal point for coordination, monitoring and expedition of extra-budgetary projects implementation activities, involving extensive liaison with a diverse organisational unit to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.;
9 – Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic contents, and other background materials/notes to facilitate inspection and other reviews;
10 – Drafts correspondence and communications related to all aspects of extra-budgetary programme administration, including work plans and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports;
11 – Provides guidance and training to new/junior staff;
12 – Performs other duties as assigned.

Competencies

Professionalism – Knowledge of internal policies, processes and procedures generally and in particular those related to extra-budgetary 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 identify and resolve a range of issues/problems and 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.

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.

Work Experience

A minimum of seven years of experience in programme or project administration, technical cooperation or related area. Experience in extra-budgetary activities and Umoja is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. Arabic is also a working language of ESCWA. For the post advertised, fluency in oral and written English and Arabic is required.

Assessment

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 when they are short-listed for a job opening. Having passed the Administrative Support Assessment Test (ASAT) 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 may be accepted in lieu of the GGST per applicable eligibility guidelines.

In addition to the above, the shortlisted candidates will undergo a substantive written assessment related to the functions of the post and a competency-based interview. Only short-listed candidates will be contacted.

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, 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 and/or violations of international human rights law and international humanitarian law.

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