Programme Assistant (Temporary) [Temporary]
United Nations
VIENNA
vor 14 Tg.

Responsibilities

Within limits of assigned authority, the Programme Assistant is responsible for the following duties :

  • Provide assistance in support of planning and implementation of counter piracy and maritime crime activities under GLOX99, GLOW63, and other relevant projects on counter piracy and maritime crime.
  • Research, compile, analyse, summarize, and present basic information / data on specific programme / project related topics.
  • Assist in the coordination of programme / projects planning and preparation; monitor status of programme / project proposals;
  • take necessary action to ensure project documents are completed and submitted to relevant parties for approval.

  • Assist in the preparation and analysis of programme / project budget proposals; provide assistance in the interpretation of budget guidelines;
  • review and coordinate submissions of programme / project proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities;
  • propose adjustments as necessary; prepare reports and ensure that outputs / services are properly categorized.

  • Assist in the monitoring and evaluation of programme / projects; categorize, update, track and analyse data related to programme / projects, e.
  • g. accounting records, outputs, resources utilized, deviations / revisions, etc.; carry out periodic status reviews, identify issues and initiate requisite follow-

  • up actions; prepare revised budget estimates; reports on budget revisions, expenditures and obligations, verify availability of funds;
  • ensure necessary approval and entry in computerized budget system; initiate financial authorizations for expenditures.

  • Assist in the preparations of expert group meetings, learning exchanges, workshops, conferences and other relevant meetings and events.
  • Collaborate with programme / project managers on performance reporting; liaise with relevant parties on the interpretation of the activities / services scheduled in the Programme / project workplans and various planning instruments such as the medium-
  • term plan and internal work plans; provide assistance on reporting requirements, guidelines, rules and procedures and ensure completeness and accuracy of data submitted.

  • Draft programme / project summaries, coordinate review and clearance processes, and coordinate with editors, translation services, etc.
  • on finalization, printing and publication of reports, materials and tools in multiple languages.

  • Serve as focal point for coordination, monitoring and expedition of programme / project implementation activities, involving extensive liaison with diverse organisational units 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 training / study tours, authorization of payments, disbursement of funds, financial requests, procurement of equipment and services, etc..

  • Prepare and submit requests for consultancies under the assigned programme / projects and other counter piracy and maritime crime projects, to Human Resources Management Service;
  • and, follow up on payments and evaluations.

  • Prepare, maintain and update files (electronic and paper) and internal databases; design and generate a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials / notes to facilitate inspection and other reviews.
  • Draft correspondence and communications related to all aspects of programme / project administration, including letters and invitations, work plan and budgets, revisions and other related issues, as well as prepare unit contributions for a variety of periodic reports.
  • Provide guidance and training to new / junior staff.
  • Perform other work related duties as assigned.
  • Competencies

  • Professionalism : Has knowledge of internal policies, processes and procedures generally and in particular those related to programme / project administration, implementation, programming, monitoring and budgeting.
  • Is able to work well with figures, undertake basic research and gather information from standard sources. Has demonstrated ability to apply good judgment in the context of assignments given.

  • Shows pride in work and in achievements; 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.

  • 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.

  • 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.

    Education

    High school diploma or equivalent.

    Work Experience

    A minimum of seven years of experience in project management, finance, budget, accounting, administrative services or related area is required.

    Experience in spreadsheet and word processing applications is required. Experience in working on technical cooperation projects is desirable.

    Experience in working with an ERP system (SAP / Umoja) required. Experience in grants, project and fund management related modules in SAP / Umoja is highly desirable.

    Languages

    English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required.

    Knowledge of another official United Nations language is an advantage.

    Assessment

    Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

    Special Notice

  • This position is temporarily available until 30 September 2019. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
  • 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.
  • Non-local candidates will be considered only when no suitable candidate from the duty station is identified and will be subject to local recruitment.

    A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

  • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
  • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
  • This temporary job opening may be limited to internal candidates, who have been recruited through a competitive examination administered according to staff rule 4.
  • 16 or staff selection process including the review of a central review body established according to staff rule 4.15.

  • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.
  • Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

  • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement.
  • Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions;
  • and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-

    effective and operationally sound solution to meet the needs of the service.

    Other Skills and Requirements

    Passing the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY or the Global General Service Test (GGST) is a requirement for recruitment consideration in the General Service category in the United Nations Secretariat.

    The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

    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.

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