|Posting Title:||Programme Management Assistant, G6|
|Job Code Title:||Programme Management Assistant|
|Department/Office:||United Nations Environment Programme|
|Posting Period:||15 October 2020 – 13 November 2020|
|Job Opening Number:||20-Programme Management-UNEP-140910-R-Geneva (X)|
Org. Setting and Reporting
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.
The Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES) which is administered by UNEP, is an international agreement between governments. Its aim is to ensure that international trade in specimens of wild animals and plants does not threaten their survival (www.cites.org).
This position is located in the Administrative Services Team of the CITES Secretariat and is based in Geneva Switzerland. The position is time-bound until 31 December 2022 and is subject to extension following the Conference of Parties 19 (CoP 19) in Mach 2022.
Under the supervision of the Administrative Officer, Administrative Service Team (AST), the incumbent will, within limits of delegated authority provide assistance and support for the implementation of programs and activities of the CITES Secretariat and the day to day work of the Administrative Service Team by performing the following duties:
1.Provide support for the development and implementation of the CITES Programme of Work by:
•Assisting in the preparation and analysis of programme/project budget proposals; providing assistance in the interpretation of budget guidelines; supporting the reviews and coordinating submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; preparing reports and ensuring that outputs/services are properly categorized;
•Assisting in the coordination of project planning and preparation; monitors status of project proposals; taking necessary action to ensure project documents are completed and submitted to relevant parties for approval;
•Upon request, undertaking research into specific areas of work and compiling the findings and supporting material in a format which will provide clear information for use within the Unit or the wider Secretariat;
•Collaborating with programme officers and managers to support reporting; liaising with relevant parties on the interpretation of the activities scheduled in the project documents, medium-term and internal work plans; providing assistance and training on reporting requirements, guidelines, rules and procedures and ensuring completeness and accuracy of data submitted;
•Providing input in budget expenditures with respect to the approved fund budget and implementing the re-allocations between budget lines as necessary; providing input into the preparation of cost estimates and budget proposals on staff, non-staff costs and expenditures including programme support cost;
•Monitoring and responding to queries on payments to Implementing Partners and receipt of donor funding, processes payments for Small Scale Funding Agreements in the Systems Applications and Products in Data Processing (SAP) [UN Umoja UE2] Implementing Partner Portal.
•Monitoring allotments, expenditures and commitments; analyzing and verifying accuracy, validity and availability of funds; reviewing, analyzing and reporting year-end funding summary balances for each fund allocation/allotment; verifying uncommitted balances and advice on their possible liquidation.
2. Provides assistance in and support for the of planning and implementation of the activities in the Administrative Service Unit through :
a) Human Resource Management activities:
•Assisting the Administrative Officer with the recruitment process; participating in the selection of candidates by evaluating and screening applications of candidates, conducting preliminary assessment; taking part in interview panels and preparing interview reports, selection and classification documents and taking the necessary administrative steps for the on boarding of the selected staff members, consultants, individual contractors and Interns;
•Initiating, processing, monitoring, reviewing and following-up on actions related to the administration of staff contracts, e.g. contract renewals, relocation, promotion, performance appraisal, job re-classifications and separation;
•Acting as HR focal point; advising staff on benefits, entitlements and allowances such as dependency allowances, settling in grant, relocation grant, rental subsidy, education grant, language allowance, step increment, repatriation grant, etc. in accordance with staff regulations and administrative instructions.
b) Budget and Finance activities:
•Supporting the Administrative Officer in extracting information and generating expenditure reports from Systems Applications and Products in Data Processing (SAP) database [UN Umoja]; assisting in preliminary analyses of the extracted information, identifying issues and highlighting areas of concern for the attention of the Administrative Officer and carrying out periodic status reviews, initiating requisite follow-up actions;
•Drafting correspondence and initiating iNeed requests related to inquiries in respect of relevant financial and budget matters.
c) Travel and Payments to Vendors:
•Supporting and liaising with other administrative staff members in the preparation of relevant meeting documents, providing logistical support and liaising with travel agency to plan mission travel for meeting participants (Travel Administrator role) for the Conference of Parties and other Committee meetings within the Secretariat;
•Peer-reviewing payment documents for all service providers such as consultants, individual contractors, translators and vendors, investigating discrepancies between budget allocation, fund commitment and recommending appropriate corrective actions.
3. Support General Administration functions by:
•Organizing and maintaining the team’s filing system (electronic and paper) updating associated internal databases, generating a variety of periodic and ad hoc reports, statistical tables, charts, graphs, and other background materials as may be needed;
•Drafting correspondence and communication, such as notifications, memos and presentations relevant to the program activities of the CITES Secretariat as well as preparing contributions for a variety of reports;
•Attending a variety of meetings to follow discussions, taking notes, preparing minutes or summary reports, notes for the file, correspondence, etc;
•Providing guidance to staff members regarding new Administrative Instructions or new financial rules relating to implementation of projects or programmes;
•Performing other related duties as assigned.
PROFESSIONALISM: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN. Knowledge, skills and ability to extract, interpret, analyze and format data across the full range of finance and budget functions, including programme development and database management, claims and treasury operations. 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 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.
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.
Completion of high school diploma or equivalent is required. Supplementary training in the field of Business Administration or related field is desirable.
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. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.
The GGST is administered to applicants when required before the administration of a written assessment and/or interview.
A minimum of seven (7) years of progressive work experience in programme and project support or general administration services in an international organization is required.
Practical experience in performing transaction functions in Enterprise Resource Planning (ERP) systems preferably Systems Applications and Products in Data Processing (SAP) system [UN Umoja] and familiarity with HR recruitment portals such as Oracle [UN Inspira] is desirable.
Working experience with an international organization is required.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Appointment against this position is for an initial period of one year and may be subject to extension.
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. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take-up the appointment.
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.
All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an email acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists please seek technical assistance through the Inspira “Need Help?” link.
Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.
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.
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.
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.
Above texts are copied from United Nations Official Web Page (careers.un.org)
Copyright 2020 United Nations. All rights reserved
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