Programme Assistant

NOTE:

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take the examination at the duty station and to take up the assignment. 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.  This is a temporary vacancy.  Appointment against this post is for a limited duration and does not carry any expectancy, legal or otherwise for renewal.

                                                                                                              

VACANCY NOTICE NO.:	GS-13-19
ORGANIZATION:	UNEP New York Office/Secretariat of the Environment Management Group
DUTY STATION:	New York
FUNCTIONAL TITLE:	Programme Assistant
GRADE:	G7
IMIS NUMBER:	606677
DURATION:	364 days
CLOSING DATE:	14/06/2013

Background:

The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action.  This post is located in the United Nations Environment Programme (UNEP) New York Office/Secretariat of the Environment Management Group.  The New York Office is an integral part of the UNEP Executive Office, which provides executive and support services to the Executive Director and the Deputy Executive Director, as well as to UNEP senior management, divisions and regional offices as appropriate. Under the overall supervision of the Director, the incumbent will perform the following functions:

Responsibilities:

·         Assists in administration duties i.e. provides substantive and administrative support in managing priorities and work flow of the manager and of the work unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner;

·         Provides full range of programme management and implementation assistance at all phases of the programme for highly complex programme initiatives, seeking guidance only in exceptional circumstances;

·         Serves as a communications link between supervisor and senior staff; on behalf of supervisor, keeps others informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the manager;

·         Takes full responsibility for time management and scheduling on behalf of manager with appropriate consultation; effectively prioritizes and resolves related conflicts and competing demands;

·         Undertakes representational duties on behalf of the manager, to include serving as first point of contact and liaison with senior officials internally and externally;

·         Reviews, appraises and revises, as necessary, all submissions for substantive programmes, ensuring compliance with guidelines and programme objectives; identifies problems/issues, seeks clarification from programme officers, assess replies, and prepares a summary for the manager with suggestions for further action;

·         Works with funding agencies in arranging financing modalities; obtains requisite clearances; ensures establishment of proper monitoring systems through scheduled reporting, review meetings and missions;

·         Serves as focal point for coordination, monitoring and expedition of implementation activities and participates in programme evaluation; monitor implementation at all stages to ensure work is proceeding according to established plans, including analysing implementation difficulties and initiating remedial action; liaises with diverse organizational units to initiate requests; prepares standard terms of reference against programme objectives, obtains necessary clearances, processes and follows-up on administrative actions and resolves issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organization of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services;

·         Provides secretariat services to committees, ad hoc tasks forces; drafts and circulates agenda notes to members/participants; assembles background documentation; drafts minutes of the meeting; monitors follow-up actions;

·         Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager’s attention and refers others to relevant officer for appropriate disposition; monitors and follows-up on actions to be taken;

·         Independently handles a wide range of complex information requests and inquiries; responds, or drafts responses, to a diverse range of correspondence and other communications;

·         Supports the Director in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files and gathering relevant documentation;

·         Establishes/improves administrative procedures and systems to ensure smooth functioning of the office, including filing (paper and electronic) systems;

·         Oversees work of office support staff; establishes priorities and deadlines, assigns work and reviews outputs upon completion; trains office support staff in administrative, protocol and other relevant procedures;

·         Organizes official receptions, meetings, etc., handling all necessary arrangements

·         Prepares, processes and classifies confidential information;

·         Exercises quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style;

·         Uses standard word processing package to produce a wide variety of large, complex documents and reports;

·         Provides guidance, training and daily supervision to other general service staff in the area of responsibility;

·         Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field;

·         Performs other related duties as assigned.

Competencies:

Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.

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.

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.

Qualifications:

Education: Completion of secondary school is required.   Additional technical training in a field related to administration/secretarial is an asset.

Work Experience: A minimum of 10 years of relevant experience in secretarial/administrative services or related area is required.

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. 

Other skills: Excellent computer skills (Microsoft Office, email, internet) are required. Ability to operate modern software packages is an asset.

Preference will be given to equally qualified women candidates. All applications to be sent to the following address on or before the deadline of 14/06/2013        Applicants should send a completed United Nations P.11 or Personal History Form together with a covering letter of one to two pages summarizing how they meet the requirements of the job to:        e-mail: recruitment@unon.org                                                                        UN staff members must submit scanned copies of their two latest Performance Appraisal System (PAS) reports at the time of application to the email address above. PLEASE QUOTE VACANCY ANNOUNCEMENT NO.: GS-13-19 (Applications without Correct Vacancy Number will not be Considered) The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.