Programme Management Assistant

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
  • Posted:
    2 weeks ago
  • Category:
    Administration, Project Management
  • Deadline:


Job Opening
Job Opening ID: 221957
Job Network : Economic, Social and Development
Job Family : Programme Management
Category and Level : Catégorie des services généraux et catégories apparentées, G-5
Duty Station : NEW YORK
Department/Office : Department of Political and Peacebuilding Affairs-Department of Peace Operations-Shared Structure
Date Posted : Nov 20, 2023
Deadline : Dec 19, 2023

Org. Setting and Reporting
The position is located in the Europe and Central Asia Division (ECAD) of the Office of the Assistant-Secretary-General for Europe, Central Asia and the Americas (OASG-ECAA) as part of the shared Regional Structure of the Departments of Political and Peacebuilding Affairs and Peace Operations (DPPA-DPO). Under the overall supervision of the Director of ECAD, the incumbent will report directly to the Team Leader.

The Department of Political and Peacebuilding Affairs (DPPA) focuses primarily on five action areas in international peace and security, ensuring sound analysis and early warning, preventing conflict and engaging in peacemaking, managing political crises and violent conflicts, sustaining peace, and enhancing partnerships. The Department’s mandate is to prevent and resolve conflict through inclusive political solutions.

The Department of Peace Operations (DPO) provides political and executive direction to UN peacekeeping operations around the world and maintains contact with the Security Council, troop and financial contributors, and parties to the conflict in the implementation of Security Council mandates. The Department works to integrate the efforts of UN, governmental and nongovernmental entities in the context of peacekeeping operations. DPO also provides guidance and support on military, police, rule of law, mine action and other relevant issues to other UN political and peacebuilding missions.
Within delegated authority, and under the direct supervision of the Team Leader, the incumbent is responsible for performing the following responsibilities:

– Assists in the monitoring of international developments and media reports on subjects/areas assigned and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; monitors status of programme and receipt of relevant documentation for review and approval.

– Compiles working documents, summarizes, and presents briefing material/notes/talking points/personal profiles and other correspondence on specific subjects/areas and related topics or issues.

– Maintains contact across relevant DPPA-DPO Units, Special Political Missions, UN Agencies and coordinate with front offices and service units at UNHQ and in the field.

– Supports visiting SRSGs, Special Envoys and other senior officials from field missions under the responsibility of the Division.

– Provides back-up for other Programme Assistants and the Personal Assistant of the Director/Deputy Director of the Division.

– Reviews working documents for completeness prior to submission for final approval and signature; identifies inconsistencies; distributes working documents to relevant parties upon approval.

– Assists in preparing travel authorizations; verifies availability of funds; ensures necessary approval, processing in the computerized system.

– Assists in administrative coordination of Division activities, involving extensive liaising within DPPA-DPO and with the Executive Office to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training, authorization of payments, disbursement of funds, procurement of equipment and services, etc.

– Compiles, summarizes and enters data on Divisional work output and project delivery; drafts related status reports, identifying shortfalls in delivery, and brings to the attention of management.

– Drafts routine correspondence, and processes incoming and outgoing correspondence submitted by the unit to the ASG, OUSG and EOSG as appropriate, and with relevant Permanent Missions as required, in a timely fashion and with attention to details;

– Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.

– Provides support as required for results-based management tasks and extra-budgetary project development and management tasks, including timely processing of submissions and requests in accordance with relevant templates and internal procedures.

– Provides guidance/training to new/junior staff.

– Performs other duties as assigned.
Professionalism: Demonstrated ability to provide administrative support in accordance with administrative policies, processes and procedures, with attention to details. Knowledge of electronic and paper record keeping and relevant information systems and networks. Ability to undertake research, maintain records in a systematic fashion and to retrieve materials with maximum speed and accuracy. 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.

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.

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.
High school diploma or equivalent is required.
Job – Specific Qualification
Not available.
Work Experience
A minimum of five years of progressively responsible experience in an international setting in programme or project management, administration, technical cooperation, or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher.

Administrative support experience in the United Nations or similar international organization is required.

Experience working with ERP systems such as Umoja (travel, C/IC processing), Inspira (recruitment support), UniteDocs, and other standard programmes is required.

Experience with supporting results-based management tasks and extra-budgetary project development and management tasks, is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required. Knowledge of another official United Nations language is an advantage.