United Nations Secretariat

Programme Assistant (Administration - Regional Desk, Europe and Central Asia)

United Nations Secretariat

Job Description

This position is located in the Regional Desk of the United Nations Development Coordination Office (UNDCO) in Istanbul. In its Resolution A/RES/72/279, the United Nations General Assembly endorsed the transformation of the Development Coordination Office (DCO) as a stand-alone coordination office within the United Nations Secretariat. The new DCO assumes managerial and oversight functions of the resident coordinator system under the collective ownership of the members of the United Nations Sustainable Development Group (UNSDG). The incumbent reports to the Regional Director, UNDCO, Istanbul. Responsibilities Within delegated authority, the Programme Assistant is responsible for the following: • Assists in the overall functioning of the UNDCO Regional Desk. • Provides substantive and administrative support in managing priorities and workflow of the Regional Director UNDCO; coordinates and monitors multiple and diverse activities to ensure that management directives and decisions are properly carried out and products delivered in a timely manner. • Manages operational support activities (procurement, travel, leave management) for the Regional Office. • Manages financial resources; provides reporting on use of funds, and tracks progress on workplan. • Organizes procurement of consultants, and contract and vendor management. • Provides logistical support for training, meetings, and events, and administrative support and correspondence management. • Manages scheduling on behalf of the Regional Director. • Organizes meetings, etc., handling all necessary arrangements. Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases. • Provides assistance in support of planning and implementation activities/processes for the Regional Director UNDCO, handling a large and highly complex component of the departmental programme/project initiatives. • Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics. • Assists in the coordination of programme/project planning and preparation; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval. • Maintains expert roster management and the identification of consultants to support the region/countries, in collaboration with UNDCO Headquarters. United Nations • Oversees preparations of annual results and financial reporting and drafts minutes of regional meetings. • Supports the identification of expertise for the provision of regional support to United Nations Country Teams (UNCTs). • Compiles and analyzes basic data from a variety of sources (including UMOJA), summarizing and presenting conclusions for review by manager. • Undertakes representational duties on behalf of the Regional Director. • Screens and prioritizes incoming correspondence; compiles relevant background documents and references; identifies issues requiring the Regional Director ‘s attention and refers others to relevant officers for appropriate disposition; monitors and follows-up on actions to be taken. • Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc.; scans reports provided by specialized agencies, as well as newspapers, magazine, periodicals and other information sources to identify articles of interest to the manager. • Independently handles a wide range of complex information requests; and drafts responses. • Supports the Regional Director and other senior managers developing presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc. • Performs other related duties, as required. 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. • 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. • 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. Work Experience A minimum of seven years of experience in programme or project support and administration, technical cooperation, or related areas, is required. A minimum of three years of experience organizing and coordinating meetings, conferences and events is required. Experience with procurement, finance and administration is desirable. Field experience in development cooperation is desirable. Experience in the United Nations system or a comparable international organization is desirable. Experience with inter-agency or inter-organizational collaboration in the development sector is desirable. Experience working in a multicultural team at country, regional, or global level is desirable. Experience working with senior officials in the United Nations System or a comparable international organization is desirable. Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and Turkish is required. Knowledge of Russian is desirable. 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 subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Services and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. 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. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST. This position is available for an initial period of one year. Extension of appointment is subject to the availability of funds. 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. 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. 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. 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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