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Programme Management Assistant (Temporary Job Opening) [Temporary]

Geneva (Switzerland)

  • Organization: UNCTAD - United Nations Conference on Trade and Development
  • Location: Geneva (Switzerland)
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Project and Programme Management
    • Administrative support
  • Closing Date: 2020-01-21

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Org. Setting and Reporting

This position is located in the Budget and Project Finance Section, Resources Management Service of the United Nations Conference on Trade and Development (UNCTAD).

Responsibilities

Under the supervision of the Finance and Budget Officer, the incumbent:

•Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.
•Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in Umoja.
•Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
•Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
•Reviews divisional procurement requirements, concerning workshops, seminars, building refurbishment and external printing; verifies completeness of supporting documents and consistency of Statement of Work; obtains complementary information, clearance from concerned entities and/or approval of Chief BPFS, as required.
•Creates Umoja Earmarked Fund documents and Shopping Cart in Umoja SRM, prepares files for transmission to UNOG /FRMS for approval; answers queries concerning attached supporting documents and obtains complementary information.
•Prepares draft Field Purchase Authorization documents to UNDP Country Offices and/or UNDP/NY for divisional field procurement requests, seeks approval of Chief of BPFS and sends facsimiles to field offices including filing and follows up with Project Officers, as required.
•Performs preliminary verification of monthly service clearance account charges (SCA) reported by UNDP as assigned and coordinates with FRMS/UNOG, UNDP country offices and divisions within UNCTAD in recording of SCA and clearing of pending SCA.
•Elaborates provisional space distribution plans when organizational restructuring occurs.
•Date-stamps and distributes incoming mail among BPFS staff.
•Create Umoja allotments including for projects funded by voluntary contributions; create Umoja work breakdown structure elements(WBSEs); Draft special-format financial statements such as for European Union (EU)-funded projects; Perform other tasks assigned.

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. Knowledge of Finance Module of ERP systems, such as UMOJA. Good knowledge of office related software (e.g. word, excel, power point). Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability 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.

• 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.

• 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 its equivalent technical or commercial school.

Work Experience

A minimum of 5 years of programme administration, implementation or evaluation, and administrative support experience, of which 3 preferably within the UN.
Experience with finance module of ERP systems is desirable.
Experience with ERP systems is desirable.

Languages

Fluency in English and French is required. Knowledge of another official United Nations language will be an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which will be followed by a competency-based interview.

Special Notice

• The initial duration of this temporary job opening is for three (3) months with possibility of extension, starting as soon as possible. The duration of the appointment is subject to the availability of funds.
• Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.
• Candidates should have no expectation of any fixed-term appointment possibility after the end of this temporary assignment.
• If the selected candidate is an internal staff member of the UN Secretariat, the selection will be recorded as a temporary assignment.
• Subsequent to the initial temporary appointment, new and successive temporary appointments may be granted for service in the same office or in a different office any number of times, for any duration, provided that the length of service does not exceed the period of 364 calendar days.
• Passing the United Nations Administrative Assessment Support Test (ASAT) or the Global General Service Test (GGST) in English or French at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
• A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level,
subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments.
• 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. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as
amended, and ST/AI/2010/4/Rev.1
• For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.
• For information on special post allowance, please refer to ST/AI/1999/17. The Staff Regulations, Staff Rules and administrative issuances 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.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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