Programme Management Assistant

Job Advertisement

Position Title: Programme Management Assistant
Location: Geneva
Country: Switzerland
Deadline Date: Not specified

Job Details

Job Posting Organization:
The Office of the High Commissioner for Human Rights (OHCHR) is a part of the United Nations system, established to promote and protect human rights globally. The OHCHR works to ensure that human rights are respected and upheld in all countries, providing support to governments, civil society, and other stakeholders. The organization is committed to the principles of equality, justice, and dignity for all individuals, regardless of their background. It operates in various countries around the world, engaging in numerous initiatives to address human rights violations and promote fundamental freedoms. The OHCHR employs a diverse workforce dedicated to advancing human rights and fostering a culture of respect and inclusion.

Job Overview:
The Programme Management Assistant plays a crucial role in supporting the administration of the Human Rights Inquiries Branch (HRIB) within the OHCHR. This position involves providing both substantive and administrative support to the Chief of Branch and the work unit, ensuring that management directives are executed effectively. The incumbent will coordinate and monitor various activities and workflows, ensuring timely delivery of products and adherence to management decisions. The role requires the compilation and analysis of data from multiple sources, summarizing findings for managerial review. The Programme Management Assistant will also serve as a communication link between the supervisor and senior staff, ensuring that all relevant information is conveyed appropriately. Time management and scheduling are key responsibilities, as the incumbent will prioritize tasks and resolve conflicts as they arise. The position also involves preparing and processing confidential information, coordinating official meetings, and assisting in the monitoring and evaluation of programs and projects.

Duties and Responsibilities:
The duties and responsibilities of the Programme Management Assistant include:

• Assisting in the overall administration of the division by providing substantive and administrative support.
• Compiling and analyzing data from various sources and summarizing conclusions for managerial review.
• Serving as a communication link between the supervisor and senior staff, conveying directives and updates.
• Managing time and scheduling for the supervisor, prioritizing tasks and resolving conflicts.
• Screening and prioritizing incoming correspondence and ensuring quality control for outgoing documents.
• Preparing and processing confidential information.
• Coordinating official meetings, researching issues, and ensuring minutes are completed and submitted.
• Monitoring and evaluating programs/projects, tracking data, and preparing budget estimates.
• Collaborating with program/project managers on performance reporting and ensuring data accuracy. 1
• Drafting program/project summaries and coordinating the review and publication process. 1
• Serving as a focal point for program/project implementation activities, liaising with various organizational units. 1
• Maintaining and updating files and databases, generating reports and statistical tables. 1
• Drafting correspondence related to program/project administration. 1
• Providing guidance and training to new or junior staff. 1
• Assisting with data collection and analysis for presentations and reports. 1
• Performing other duties as assigned.

Required Qualifications:
The required qualifications for the Programme Management Assistant position include:

• A high school diploma or equivalent.
• A minimum of seven years of progressively responsible experience in general office support, program or project administration, or a related area.
• For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to five years.
• Desirable experience includes at least three years within the United Nations common system or another international organization, particularly in a front office or with senior-level managers.

Educational Background:
The educational background required for this position is a high school diploma or equivalent. Candidates with a first-level university degree or higher are preferred, as this reduces the required years of experience.

Experience:
Candidates must have a minimum of seven years of progressively responsible experience in general office support, program or project administration, or a related area. This requirement is reduced to five years for those with a first-level university degree or higher. Additionally, at least three years of experience within the United Nations common system or another international organization is desirable, particularly in roles involving interaction with senior-level managers.

Languages:
Fluency in oral and written English is required for this position. Knowledge of French, which is one of the working languages of the United Nations, is also essential. Familiarity with another official United Nations language is considered an advantage, enhancing the candidate's ability to communicate effectively in a multilingual environment.

Additional Notes:
This position is temporarily available for six months, with the possibility of extension subject to the availability of funds. It is subject to local recruitment, meaning applicants must be authorized to work for the United Nations in Geneva. Selected candidates from outside the duty station will be responsible for their relocation expenses. Staff members subject to local recruitment are not eligible for allowances or benefits exclusive to international recruitment. The position may provide an opportunity for new work experience but does not guarantee future employment in the same role. The recruitment process is open to internal candidates who have been selected through a competitive examination or staff selection process. The United Nations emphasizes the importance of diversity and inclusion in its workforce, ensuring equal opportunities for all candidates.