Job Summary This position is located within the Middle East Division (MED) of the Departments of Political and Peacebuilding Affairs and Peace Operations (DPPA-DPO) at Headquarters in New York. The Programme Management Assistant reports to the Team Leader/Senior Political Affairs Officer of the Syria Team under the overall supervision of the Director and Deputy Directors of MED.

Responsibilities

Within limits of delegated authority, the Programme Management Assistant is responsible for the following duties: • Assists in the coordination of programme/project planning and preparation work of the Team; monitors status of programme/project proposals and receipt of relevant documentation for review and approval. • Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues, as appropriate. • Reviews working documents, including cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes working documents to relevant parties upon approval. • Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system. • Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison within DPPA-DPO and the Executive Office as well as other units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions related to the Team’s outputs, products, tasks, etc, e.g., recruitment and appointment of personnel (staff, consultants and contractors) as well as management of consultant contracts, travel arrangements (for Team members as well as consultants and meeting participants), training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, 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. • Performs, under minimal supervision, general office assistance and administrative support to the Team Leader/Senior Political Affairs Officer, as well as MED Director/Deputy Directors; 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. • Assists in the maintenance of contacts across DPPA-DPO units, Special Political Missions and Peacekeeping Operations, UN Agencies, Funds and Programmes, and coordinates extensively with service units at UNHQ and in the field. • Maintains files (both paper and electronic) and databases for the Team. • Provides guidance/training to new/junior staff. • Performs other duties as 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. Understanding of the functions and organization of the Gulf Team and MED and of the organizational structure and respective roles of related units in DPPA-DPO. 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. • 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 is required.

Work Experience

A minimum of five (5) years of experience in programme, project administration, technical cooperation, general administration or related area is required The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Experience working for the United Nations or similar international organization is required. Experience Enterprise Resource Planning (ERP) systems such as SAP, UMOJA or similar is required. Experience with the IPMR budgeting tool is desirable. Experience providing administrative support to senior officials 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.