Country: United States of America
Closing date: 10 Oct 2019
Org. Setting and Reporting
This position is located in the Executive Office of the Office for the Coordination of Humanitarian Affairs (OCHA), in New York.
OCHA is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.
The incumbent reports to the Executive Officer of OCHA.
Responsibilities
Within limits of delegated authority, the Programme Management Assistant may be responsible for the following duties:
• Provides assistance to the Executive Office in support of planning and implementation activities/processes for the Executive Office of OCHA, a large and highly complex component of OCHA programme.
• Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics.
• 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.
• Assists in the overall administration of the Executive Office, i.e. provided substantive and administrative support in managing priorities and work flow of the Executive Officer and of the work of the Executive Office; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
• Serves as a communication link between the Executive Officer and senior staff of OCHA in HQ and OCHA in the field; on behalf of supervisor, keeps others informed by conveying directives, reports status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager.
• Collaborates with programme/project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled in the 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.
• Drafts programme/project summaries, coordinates review and clearance process, and coordinates with editor, translation services, etc. on finalization and publication of report multiple languages.
• Serves as focal point for the Executive Office for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a 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 participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Takes full responsibility for time management and scheduling on behalf of the Executive Officer with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands.
• Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken.
• 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 content, and other background materials/notes to facilitate inspection and other reviews.
• Drafts correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.
• Organizes and coordinates preparatory meetings with relevant offices and delegation regarding procedural and organizational arrangements for the sessions of assigned meetings/conferences.
• Assist in drafting procedural notes for the chairpersons of assigned meetings/conferences.
• Ensures all the required services, including the availability and distribution of documents, and personnel are available in order for meetings/conferences to convene according to schedule.
• Produces daily and weekly programme of assigned meetings/conferences for distribution.
• Assists in the preparation of the preliminary list of annotation of agenda items and daily material concerning the proceeding of meetings/conferences.
• Allocates conference facilities and meeting rooms.
• Prepares for committees and meetings/conferences to be held away from Headquarters, other UN Offices or Regional Offices, coordinates with substantive offices and, prepares cost estimates.
• Drafts correspondence and notes for signature.
• Maintains and updates filing and reference system regarding procedures and reference materials for committee and meetings/conferences.
• Responds to queries from delegations and Secretariat.
• Provides guidance and training to new/junior staff.
• Performs other duties as assigned.
Work implies frequent interaction with the following:
Programme, Fund and other OCHA and UN Secretariat Managers associated with assigned programmes/projects.
Staff in coordinating offices in the department, e.g. Office of the Under-Secretary-General, Assistant-Secretary-General, etc.
Other Meeting Services Assistants
Officials in field offices, implementing agencies, etc., including Resident Representatives, National /Programme Coordinators, etc.
Results Expected: Provides reliable assistance in the coordination of programme/project planning and implementation activities and basic research support. Demonstrates effective and independent handling of administrative and office support requirements of the department/division. Establishes effective office procedures and systems. Provides timely tracking and monitoring of processes, deadlines and initiates quality control of key outputs and appropriate follow-up actions, etc. Demonstrates initiative in the identification and resolution of issues/problems. Is well organised, produces accurate reports, records and/or data, put together with only general guidance. Discretely handles highly confidential and sensitive matters.. Effectively, and in timely manner, liaises and interacts with colleagues and concerned parties internally and externally.
Competencies
• 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 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. 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 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.
Education
High school diploma or equivalent is required.
Must have passed the United Nations Global General Service Test (GGST) or Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.
Work Experience
A minimum of six (6) years of experience in programme or project administration, technical cooperation or related area is required.
Experience working on ERP system such as Umoja is required.
Four (4) years of experience in the UN Common system is desirable.
Experience coordinating information and activities, involving multiple stakeholders in different locations is desirable.
Experience working in the front office of an Executive Office is desirable.
Languages
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.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
• This post is funded for a finite period of one year.
• Extension of the appointment is subject to extension of the mandate and/or the availability of the funds .
• The United Nations is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for these positions.
• An impeccable record for integrity and professional ethical standards is essential.
• This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. 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 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.
• Please note that 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.
• The Staff Regulations, Staff Rules and administrative issuance governing staff appointments can be viewed at:http://www.un.org/hr_handbook/English
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.
No Fee
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.
How to apply: