Programme Management Assistant, Geneva
Organization: UNCTAD - United Nations Conference on Trade and Development
Country: Switzerland
City: Geneva
Office: UNCTAD Geneva
Org. Setting and Reporting: This position is located in the United Nations Trade and Development (UNCTAD), Trade, Environment, Climate Change and Sustainable Development Branch (TECCSDB) in the Division of International Trade and Commodities (DITC). The incumbent reports to the Head of the Branch.
Responsibilities: Within limits of delegated authority, the Programme Management Assistant will be responsible for the following duties:
- Assists in the implementation of technical cooperation and training activities of the Branch, including in areas related to trade and climate change and other key aspects of the trade and environmental nexus.
- Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics, and assist with the preparation of publications, technical reports, and training materials on sustainable trade.
- Assists in the coordination of programme/project planning and their fundraising, including through the preparation of concept notes, project documents.
- Monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval.
- Assists in the preparation and analysis of programme/project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
- Assists in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures.
- Collaborates with programme/project managers on performance reporting, serving as the Branch’s focal point for the preparation of quarterly and annual monitoring reports; liaises with relevant parties on the interpretation of the activities/services scheduled in the Branch programme of work and various planning instruments such as the medium-term plan and internal work plans; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
- Drafts programme/project summaries, coordinates review and clearance process, and coordinates with editor, translation services, etc. on finalization and publication of report multiple languages.
- Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
- Prepares, maintains and updates files and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
- Drafts correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.
- Provides guidance and 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 work unit and of the organizational structure and respective roles of related units. Ability to identify and resolve a range of issues/problems and 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: At least seven (7) years of experience in programme or project administration, technical cooperation or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Out of the seven (7) years, a minimum of four (4) years of work experience in the United Nations Common system or in a similar type of international organization is desirable. Experience with an Enterprise Resource Planning (ERP) system such as Umoja similar is desirable. Experience assisting with programme planning and/or budgeting is desirable. Experience in assisting in trade, climate change, and sustainable development projects is desirable.
Languages: English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Either French or Arabic or Chinese (Mandarin) or Russian or Spanish is desirable.
Assessment: Evaluation of qualified candidates may include an assessment exercise which will be followed by a competency-based interview.
Special Notice: This is a project funded position and its duration is subject to the availability of funds. The initial duration is for three (3) months, starting as soon as possible. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Candidates should have no expectation of any fixed-term appointment possibility after the end of this temporary assignment.
