Programme Management Assistant

This post is located in the Automated SYstem for CUstoms DAta (ASYCUDA) Programme of the Division on Technology and Logistics of UNCTAD, Geneva. The Programme Management Assistant reports to the Chief of the ASYCUDA Programme.

Under the supervision of the Chief of the ASYCUDA Programme, the incumbent:

- Front Office
• Provides direct assistance to the Chief of the Programme and handles a wide range of administrative duties for the front office. Provides administrative support in managing priorities and workflow; coordinates and monitors, in close cooperation with the administrative assistant of the division, multiple and diverse activities to ensure that management directives and decisions are properly carried out and products delivered in a timely manner; brings sensitive and urgent matters to the attention of the manager; prepares, processes and classifies confidential information.
• Serves as first point of contact and liaison with senior officials internally and externally, such as the Office of the Secretary General, Office of the DTL Director, and other Sections and Units of UNCTAD and/or UNOG, Diplomatic Representations to the UN in Geneva, National Customs Directorates and other International Organizations.
• Assists in improving efficient information flow and collaboration, serving as a communications link between the Chief of the Programme and Regional Coordinators and Project Officers; keeping ASYCUDA staff informed by conveying directives, reports, status updates and other relevant information, producing minutes of the ASYCUDA Programme staff meetings for internal and/or external distribution.
• Provides support in improving external communication about the ASYCUDA Programme providing best assistance on elaboration of the Programme publications, assisting in the preparation of ad-hoc translations (English, French, Spanish), carrying out quality control function (format, grammar, punctuation, style) for outgoing documents (project documents, brochures, newsletters, internal notes and other documents).
• Supports the Chief in internal and external meetings gathering relevant documentation, researching, compiling and summarizing background materials for use in preparation of reports, briefs, presentations. Independently handles a wide range of complex information requests and inquiries.

- Human Resources
Supports Programme implementation, in respect of the management of resources, assisting and facilitating the onboarding and contract administration of the Programme staff and other HR related matters, e.g.:
• Geneva based staff / field staff contract management. Notifies Project Officers of upcoming expiring contracts of their supervisees, oversees pertaining documents, submits and follows-up on requests to HRMS through the platform UNCTAD Request Management Systems.
• Temporary Job Openings / Job Openings. Collaborates in the screening process of the Programme’s new recruitments by assisting in the creation of the long-list and short-list of candidates in Inspira; organises and schedules the competency-based interviews for the short-listed candidates. Prepares and submits requests for publication of TJOs and JOs, liaises with the ASYCUDA Programme Management Officer to coordinate the submission of recommendation memos for selected candidates and required documentation.
• Maintains and updates database of contract status and budget allocations accordingly for contract extensions and new recruitments.
• Provides information and advice to staff both at headquarters and in the field, regarding administrative procedures, processes and practices in respect of application of UN Rules and Regulations, including use of Umoja.

- Project budget and finances
Serves as focal point with the UNCTAD Budget and Project Finance Section (BPFS) for coordination, monitoring, follow-up and delivery, e.g.:
• Assists Project Officers to the budget elaboration and distribution of funds to cover fixed-term ASYCUDA Programme staff salaries every quarter, validates and verifies project agreement end dates and availability of funds (through Umoja), submits to BPFS for execution and liaises to address issues requiring Coordinators intervention.
• Requests from BPFS staff position extensions in Umoja for contract extensions and new recruitments.

- Other assignments
• Designs and generates statistical tables, and a variety of reports, and other background materials/notes to facilitate inspection and other reviews. Generates reports from various databases. Manages, maintains and updates files (electronic and paper) and internal databases.
• Drafts correspondence and communications in English, French and Spanish related to all aspects of the Programme administration internally and externally.
• Uses standard office automation tools to provide a wide variety of large, complex documents and reports, as well as the latest software for communication and collaboration in a more effective manner.
• Performs other duties as assigned.

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.Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Planning and 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.

Completion of secondary school or its equivalent technical or commercial school.

A certificate in one of the following areas is desirable: Commercial, Accounting or Administrative.

A minimum of seven (7) years' experience in administrative and programme management functions is required.

Out of these 7 years of experience, at least three (3) years in the United Nations Common System is desirable.

Experience in supporting United Nations or similar international organization technical cooperation programmes is desirable.

Experience of working with high-level officials in the front office of international organizations such as the United Nations Common System is desirable.

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and French is required. Knowledge of Spanish is desirable.

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

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service 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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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.

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.