UN Job Opening
Senior Programme Management Assistant, G7 (TJO)
Addis Ababa - Ethiopia
|Senior Programme Management Assistant, G7 (Temporary Job Opening)
|Job Code Title:
|Senior Programme Management Assistant
|Economic Commission for Africa
|23 November 2018 – 07 December 2018
|Job Opening Number:
|18-Programme Management-ECA-107534-J-Addis Ababa (O)
Org. Setting and Reporting
This position is located in the Partnerships and Resource Mobilization Section, Office of the Executive Secretary of the Economic Commission for Africa (UNECA), Addis Ababa, Ethiopia.
The incumbent works under the direct supervision of the Chief, Partnerships and Resource Mobilization Section.
1.Processing of ECA Programme Cooperation Agreements, (PCA), memorandum of Understanding, (MoU) and Letter of Agreements (LoA)
Develop, monitor, report, and follow-up with PRMS’s new and existing agreements, and ensures establishment of a proper monitoring system exists.
Flag expiry date of all agreements (Donor/ IP/ Non-Financial) at least 3 weeks prior to expiry date, and alert PPBS and PRMS Units and inform concerned centers and divisions accordingly.
Record new agreement/ amendments request from divisions, format after clearance the reviewed agreements, and take note of date of submission to Legal Office and Division of Administration respectively.
Ensure timely submission of agreement for clearance/ signature, and dispatching for counterpart signature and keeping divisions abreast of the status of the agreement.
Provide the requires assistance in terms of preparing no cost-extensions or amendments when/ and if required
2.Develop a mechanism to follow up on Funds/Grants received from Donors/ Partners
Monitor/record incoming fund/installments schedule of grant disbursements from Donors as per signed MoUs.
Record incoming Income (grants) that are in the pipeline.
Communicate with Finance Section and inform concerned divisions accordingly when funds are obtained.
Initiate the required communication and prepare Call for Funds to Donors, and take action on the subsequent steps Ensure proper follow-up is in place with partners for timely redemption of pledges and commitments.
Follow-up with Trust Fund and Finance Unit on the receipt of funds.
Prepare acknowledgement of funds letters and obtain receipt from Cashiers Office.
Record all incoming funds in the database and e-room for further action.
Inform PPBS and Divisions when a new fund is received.
Receive Certified Financial Statements from the Trust Fund Unit, prepare a covering letter to Donors.
Record Unspent Funds and draft letter of funds return to donors.
3.Establish internal database, develop matrix, manages data and information relevant to the scope of programme activities within the Partnership & Resource Mobilization Section
Prepare status update of agreements under process and share with the unit team members.
Responsible for safekeeping all original agreements and related documents.
Assign tracking/ reference numbers for new Letter of Agreements and Memorandum of Understandings
Upload LoAs and MoUs and other pertinent documents to E-Room as required (during the absence of the E-Room Assistant
4.Other duties as required
Prepare inter-office memorandum to Finance Section requesting return of funds to Donors.
Initiate and confirm Business Partner Number (BP) exist or processed by working with the SCMS Unit.
Inform partners accordingly on the return of funds along with the receipts.
Independently provides full range of programme/project management and implementation assistance at all phases of the programme/project cycle for, typically, a large and highly complex component of the departmental programme/project initiatives, seeking guidance only in exceptional circumstances.
Establishes internal databases; sets up, files, stores and manages data and information relevant to the scope of programme/project activities.
Supervises office support staff, including distribution and review of work assignments, training, and inputs to performance evaluation.
Provides the full range of programme management assistance at all stages of the business cycle, and of reliable research support. Thoroughly understands the context of programmes/ issues and independently handles a wide range of activities and follow-up action. Demonstrates initiative in the identification and resolution of a wide range of issues/ problems, and effectively handles unforeseen situations. Establishes well organized internal databases and information management systems. Effectively organizes and supervises office support staff. Consistently applies appropriate policies, guidelines and procedures. Effectively, and in a timely manner, liaises and interacts with colleagues and concerned parties internally and externally.
•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 identify, independently assess, formulate recommendations and/or resolve a wide range of issues/problems, undertake research and gather information from standard sources and to work well with figures including ability to analyze and understand financial data. Ability to design information data bases from multiple sources into an integrated programme evaluation system. Ability to direct, supervise and train office support staff. Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness and ability to deal proactively and tactfully with offices throughout the organization. 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.
•Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
•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.
High school diploma or equivalent is required. Must have passed the United Nations Global General Service Test (GGST) administered by Headquarters.
Ten years of experience in programme or project administration, technical cooperation or related area.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Recruitment for this position is done on a local basis. Priority consideration for this job opening will be given to the staff members of the United Nations Secretariat who serve in the duty station specified in the job opening, and hold a fixed-term appointment without service limitation to a specific entity or with service limitation to the entity advertising this position. Other candidates who are exceptionally considered and selected for this job opening may only be employed on the basis of a temporary appointment.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of
the GGST, pending confirmation of validity.
External candidates will be responsible for any travel expenses incurred in order to take the GGST examination and, in the event of an employment offer, any cost related to travel and relocation to the duty station on appointment and separation. The candidate will also be responsible to obtain any visas and work permits in order to take up the appointment. If selected, external candidates will be recruited on a local basis and would not be entitled to international benefits.
The United Nations is Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
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 or sexual abuse, or crimes other than minor traffic offences, 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.
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.
Above texts are copied from United Nations Official Web Page (careers.un.org)
Copyright 2018 United Nations. All rights reserved
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