Programme Management Assistant
United Nations
NAIROBI
2d ago

Responsibilities

  • Performs a wide range of office support and administrative functions.
  • Responds or drafts responses to routine correspondence and other communications; uses standard Microsoft Office processing package to produce a wide variety of large, complex documents and reports.
  • Maintains calendar / schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
  • Monitors processes and schedules related to the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc.
  • to ensure compliance with relevant legal, financial and other requirements.

  • Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats;
  • handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.

  • Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings / conferences, etc.
  • Responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling.
  • Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
  • Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-
  • up, etc.), to include preparing and / or processing administrative requests / documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).

  • Maintains files (both paper and electronic) and databases for work unit.
  • Assists in providing software and office equipment support and maintains inventory.
  • Assists in the follow up for approval of new grants in the Enterprise Resources Planning (ERP) system based on Project Advisory Group (PAG) approval of new projects.
  • Ensures all project information is updated by respective Officers in Project Accrual and Accounting Systems (PAAS).
  • Creates funds pre-commitments on the ERP system and commitments against authorized budgets.
  • Monitors all obligating documents fund commitments, travel requests, purchase orders, among others, and makes payments against them.
  • Performs other duties as assigned.
  • Competencies

  • Professionalism : Knowledge of UN common system, 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.

  • 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.

  • 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. Supplementary / additional training in administration and / or office management is desirable.

    Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat.

    Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

    Work Experience

    Minimum 3 years of experience in programme or project administration, technical cooperation or related area.

    Languages

    English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in written and oral English is required.

    Knowledge of another UN official anguage is an advantage.

    Assessment

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

    Special Notice

    Appointment against these posts is on a local basis. These are project funded posts for an initial period of one year and may be subject to extension.

    External candidates will be considered only when no suitable candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take up the appointment.

    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.

    Internal Applicants : When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date.

    This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

    All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening.

    On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received.

    If the problem persists, please seek technical assistance through the Inspira Need Help? link.

    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.

    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.

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