Responsibilities

Within delegated authority, the Programme Assistant will be responsible for the following duties: • Assists in the coordination and organization of: briefings on SSR to Member States; working and principal level meetings of the inter-agency SSR Task Force; annual workshop of inter-agency Senior SSR practitioners and the annual workshop for senior peacekeeping practitioners; SSR regional consultations; and others. This includes the preparation of both presentation and resource materials, as well as all administrative support. • Compiles, summarizes, and presents basic information/data for the selection of personnel, the recruitment and deployment of experts to mission areas, following requests received from Member States, field operations and offices and members of the inter-agency SSR Task Force, etc. • Drafts correspondence on budget-related issues and prepares budget reports for the Chief of the SSR Unit; monitors status of expenditures and allotments through Umoja, records variations and updates budget tables; reviews status of relevant expenditures and compares with approved budget as per General Assembly resolutions and Memorandum of Understanding with donors; reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. Supports resource mobilization and administers donor contributions. • Reviews SSR project documents (including contributions, donor reports and budgets) for completeness and compliance with relevant UN financial rules, regulations and administrative procedures prior to submission for final approval and consideration by the Chief of the SSR Unit and subsequent distribution to relevant stakeholders. Reviews budget requests; verifies availability of funds in both support and extra-budgetary accounts; ensures necessary approval and entry in Umoja. • Serves as focal point for administrative coordination of programme/project implementation activities. Involves extensive liaison with diverse organizational units to initiate requests, obtains necessary clearances, process, and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc. • Serves as Personal Assistant to the Chief and/or Deputy Chief when needed. Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming and outgoing correspondence; sets up and maintains files/records, in particular online; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, UN mandatory training, supplies requisitions, recruitments, extensions of appointments, performance appraisal. • Administers the SSR Unit travel and leave schedule and flexible work life arrangements procedures. • Supports with induction of new staff. • Supports in ongoing development of SSR Unit working practices, to ensure maximum productivity and performance. Undertakes research as required. • Performs other duties as assigned.

Competencies

Professionalism: knowledge of administrative and project management concepts and standards. Strong skills in administration and/or project management. Strong abilities with human resources matters, including contract management, as well as with donor contributions, budgets and related financial matters. Ability to organize meetings, and small to large events, and to perform all related administration including, if required, travel arrangements. Ability to assist senior staff in schedule management. Skills in basic research and gathering information from a variety of sources. Demonstrates strong interpersonal and team working skills. 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. 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. 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.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

A minimum of five years of progressively responsible experience in programme/project management, implementation and/or administration, including financial administration is required. The minimum years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. Experience with the development, implementation and/or administration of international conferences, training courses and inter-agency events or related area is required. Experience with human resources matters, including contract management, is required. Experience with budget management is required. Experience administering donor contributions is required. Experience as a Personal Assistant is desired. Experience organizing and maintaining online filing systems is desired. Experience undertaking research and gathering information from different sources is desired.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.