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This position is located in the Forests, Housing and Land Management Division of ECE. Incumbents will report to the Chief of the Land Management Unit.

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

  • Assists in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; 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.
  • Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project 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 with a diverse organizational units to initiate requests, obtain 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.
  • Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
  • Assists in drafting routine correspondence (e-mails, letters, memos) on programme implementation and budget-related issues and in preparing and updating periodic reports, responds to moderately complex information requests and inquiries, either directly or by channeling requests to the appropriate staff member; reviews and routes incoming correspondence. Conducts translations English-Russian.
  • 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.
  • Provides secretarial, administrative and logistics support to meetings outside and inside Geneva; including through travel when necessary to events outside Geneva or via videoconferences;
  • Undertakes necessary actions prior meetings, including circulating meeting invitations, translation English-Russian, registration material’s & accompanying documents;
  • Prepares and follows-up procedures for financial and visa support of participants for meetings, prepares and/or processes related administrative requests (travel requests, expenditure authorizations) and maintains comprehensive records on use of funds;
  • 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 guidance/training to new/junior staff.
  • Performs other duties as assigned.

Work implies frequent interaction with the following:
Programme, Economic Affairs, Fund and other Officers/Managers associated with assigned programmes/projects.
Staff in coordinating units across the institution, e.g. Procurement, Administration/Finance/Budget, Translation, Human Resources, etc.
Officials in field offices, implementing agencies, etc., including Resident Representatives, National /Programme Coordinators, etc.

Results Expected:
Provides reliable administrative coordination of programme/project planning and preparation activities and general office support services.
Processes work and requisite follow-up accomplished under some supervision, seeks advice from and/or reporting to supervisor as needed.
Accurately prepares reports.
Consistently applies appropriate policies, guidelines and procedures.
Effectively and in a timely manner, liaises and interacts with colleagues and concerned parties internally and externally.
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 work unit and of the organizational structure and respective roles of related units.
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.

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.

Technological Awareness:
Keeps abreast of available technology;
Understands applicability and limitation of technology to the work of the office;
Actively seeks to apply technology to appropriate tasks;
Shows willingness to learn new technology.

Education

High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away.

Work Experience Languages

English and French are the working languages of the United Nations Economic Commission for Europe. For the post advertised, fluency in oral and written English and Russian are required. Knowledge of another official United Nations language is an advantage.

Assessment

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

Special Notice
• This position is temporary. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

  • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

  • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

  • This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

  • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

  • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
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.

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Deadline: 10-05-2024

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