Senior Programme Management Assistant, G7
Salary range: Confidential | Contract type: Fixed term
You have 4 days left to apply for this job.
EducationHigh school diploma or equivalent is required. Supplementary training in administration, office management, or any related field 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.
Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economicand Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.
The GGST is administered to applicants when required before the administration of a written assessment and/or interview
Work ExperienceA minimum of ten (10) years experience in programme, project administration, administration or finance or related area is required.Working experience in the Enterprise Resource Planning (ERP) system is desirable.Working experience with an international organization similar to the United Nations is desirable.
LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Responsibilities- Provides substantive input into the review of documents/projects/initiatives as they pertain to the Communication Division.Required education
- Researches, compiles, analyzes, and drafts relevant information on substantive thematic and cross cutting areas of programs for events and activities under the Office of the Director/Deputy Director including programmes/project summaries, reviews, evaluations, concept notes, talking points, briefing notes, etc. Drafts correspondence to respond to inquiries with respect to relevant administrative and programme-related matters.
- Independently manages the Office of the Director/Deputy Director and planning, organization and administration of thematic meetings/workshops to enhance the work of the Communication Division.
- Prepares all the necessary documentation for meeting with Executive Director, Directors, CPR and partners and arrange venues and other logistics. The responsibilities range from the organization of the agenda, issuance of invitation letters, drafting of background documents, to the servicing of the meeting/workshop and coordination of meeting/workshop reports.
- Organizes special meetings, events and activities related to the responsibilities of the Office of the Director and Deputy Director.
- Ensures timely submission of data and inputs requested by the Executive Office.
- Responds appropriately to external and internal queries sometimes of a sensitive nature.
- Serves as a communication link between the Director and staff members and on behalf of the Director keeps staff members informed by conveying directives, reports, status updates and other relevant information, and brings sensitive and urgent matters to the Director’s attention.
- Provides advice and clarification to General Service staff members on office management and improvement of administrative procedures.
- Provides substantive and administrative support in managing priorities and workflow of the Director and coordinates multiple and diverse activities to ensure that management directives and decisions are properly carried out and delivered in a timely manner.
- Independently handles a wide range of complex information requests and responds or drafts responses to a diverse range of correspondence and other communications, this includes serving as the division focal point for the correspondence tracking system from the Executive Office.
- Supports the drafting and finalizing of formal communications including emails, memoranda, letters and Note Verbales to external and internal entities, including Member States.
- Provides secretariat services and support to committees, ad hoc tasks forces, etc.; drafts and circulates agenda notes to members/participants; assembles background documentation; drafts minutes of the meeting; monitors follow-up actions, etc.
- Reviews, appraises and revises, as necessary, all submissions for substantive Communication campaigns/projects, ensuring compliance with guidelines and campaign/project objectives; identifies problems/issues, seek clarification from departments, assess replies, and prepares a summary for the manager with suggestions for further action.
-Tracks resolutions and other legislative decisions that affect Communication campaigns/activities and ensure the incorporation of programmatic and other changes enacted by legislation.
- Serves as the Division Focal point on travel, quarterly travel plans approval and processing and subsequent follow-up of travel authorizations, organizing for air tickets in liaison with travel unit and the travel agency, application and follow-up on visa acquisition.
- Monitors budget commitments, including verification of charges and obligation documents in Umoja for travel activities.
- Prepares report on travel/events in consultation with focal points; drafts inputs for a wide range of documents/reports, briefings/debriefings, correspondence, etc.
- Establishes internal databases; sets up, files, stores and manages data and information relevant to the scope of programme/project activities.
- Performs other duties as assigned.
: Diploma, Associate's degreeRequired relevant work experience
: 10 yearsRequired languages:
English (Spoken: fluent | Written: fluent)