PROGRAMME MANAGEMENT ASSISTANT

Org. Setting and Reporting

The position is located in the Monitoring and Tools Section (MATS), Assessment, Planning and Monitoring Branch (APMB), Coordination Division, Office for the Coordination of Humanitarian Affairs (OCHA) in Istanbul, Turkey. OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies and natural disasters. OCHA also ensures there is a framework within which each actor can contribute to the overall response effort. 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 Programme Management Assistant reports to the Head of the Unit.

Responsibilities

Within delegated authority, the Programme Assistant will be responsible for the following duties:

1. Ensure continuously updated data on humanitarian funding is posted on FTS:

Collate, cross-checks, curate and uploads on Financial Tracking Service (FTS) database financial reports and information from a variety of information partner (Governments, EC/ECHO, FTS on line reporting forms, UN Agencies, NGOs, private sector) provided in a variety of formats (on line form, automatic feed – EDRIS, GMS database, OCT, IATI, e-mail, excel reports). Assess reporting quality and liaises with above mentioned information partners to resolve inconsistencies on reports received (governments, NGOs, UN Agencies, internal OCHA data/system owners like OCT, GMS, CERF, IATI ingestion module) and support them in providing accurate, complete and timely reporting to FTS. Present financial contribution reports in details, apply FTS best practice for curation of data, recording of data and ensures validity of data to avoid duplications through triangulation of funding flows. Adhere to FTS posting/tracking guidelines and revises the FTS Manual for posting and tracking as required. Ensure full understanding and implementation of humanitarian financial tracking guidance within IASC, APMB, other OCHA departments. Responsible for consistent maintenance of time critical contributions status update.


2. Support the publication of Humanitarian Response Plans / Flash Appeals (HRP/FA):

Supports HPC tools process for HRPs (Humanitarian Response Plans) and FAs (Flash Appeals) publication, through revision of funding requirements in Projects Module and RPM (Response Planning Monitoring) database.
Advises the Assessment, Planning and Monitoring Branch (APMB) professional staff with desk officers’ responsibilities on HRP/FA requirements or project tracking.
Keeps track of published and unpublished plans, curates the funding attribution at the first stage very first of plan’s publication of plans/appeals.

3.Provide support to FTS users

Responds to numerous queries from internal (HQsand field offices) or external partners (UN Agencies, Donors, NGOs) including daily monitoring of FTS email account.
Maintains and enhances the partnerships with key UN Agencies, Donors and NGOs reporters, acting as focal point through phone calls, webinars and ad hoc email and communication. Supports FTS users on data analysis and advice on curation processes. Brings the matter to the attention of senior staff when required, guide FTS users in retrieving data from website.

4.Supports with ideas and proposals technical discussions and enhancements of FTS database and website.

Contributes to the recommendations for FTS database improvement, for website development and work processes.
Contributes to technical discussions and elaboration of new work processes and data curation processes, participates in testing new database and website functions before public release.

Competencies

•Professionalism: Knowledge and understanding of humanitarian, emergency relief assistance and related human rights issues. Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to develop sources for data collection. Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet and other databases. Ability to apply judgment in the context of assignments given, work under pressure, on occasion in a highly stressful environment (e.g. civil strife, natural disasters and human misery). 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.

•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.

•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 equivalent is required.

Job - Specific Qualification

OCHA Humanitarian financial training on CERF and CBPF is desirable

Grant Management System training is desirable

Work Experience

At least seven years of experience in secretarial, administrative or documentation field is required.

Two years of experience within the United Nations common system or a comparable international organization is desirable.

Experience in data analysis is desirable.

Experience in the use of database is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in English and Turkish (oral and written) is required.

Assessment

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

Special Notice

This position is funded for a finite period of one year. Extension of the appointment is subject to extension of the mandate and the availability of funds.

This positions is a General Service position and will be based in Istanbul. Candidates for the General Service category shall be of the nationality of the country where this position is located (limited to Turkish nationals).

Appointment against this post is on a local basis.

The contract will be administered by United Nations Development Programme (UNDP) on behalf of OCHA

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.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

An impeccable record for integrity and professional ethical standards is essential.

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.

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.