Job Vacancies Department of Economic and Social Affairs (DESA)
Position Programme Assistant
Department/ Office Department Of Economic And Social Affairs
Duty Station NEW YORK
Closing Date: Thursday, 26 January 2012
Job Opening number 11-PGM-DEPT OF ECON & SOCIAL AFFAIRS-21884-R-NEW YORK
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
This position is located in the E-Government Branch, Division for Public Administration and Development Management (DPADM), of the United Nations Department of Economic and Social Affairs.
The incumbent will assist in the coordination and implementation of UN technical assistance and other projects in knowledge management and e-government development. In particular, the incumbent will be responsible for the following duties:
Assists in administrative, financial and personnel actions required for the effective management and implementation of programme activities and projects under the Regular Budget, Regular Programme Technical Cooperation, UN Development Account and DESA-executed extra-budgetary-funded projects
Initiates recruitment actions for experts and consultants; assists in travel arrangement for experts and consultants; requests letters of authorization and miscellaneous obligation documents; arranges for administrative support services for experts/consultants in the field;
Prepares draft project budgets and budget revisions including covering correspondence, ensuring that requisite information is included and justified in terms of proposed activities; verifies availability of funds, ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures; provides assistance in the interpretation of budget guidelines and monitors status of project proposals reviews and financial records; propose adjustments as necessary; prepares documents for closure of projects and transfer of equipment; reviews correspondence from UN field offices and drafts appropriate responses;
Researches, compiles, and summarizes basic information and data on programmes/projects related to technical cooperation and the United Nations Public Administration Country Studies (UNPACS).
Performs the following administrative inter-related tasks: prepares requisitions for office supplies and IT automation equipment, and oversees receipt and administration of requisitions; maintains inventory of supplies; maintains attendance records; collects data and prepares quarterly billing reports
Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organisational units including UNDP country offices to initiate requests, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation
Prepares, maintains and updates files (electronic and paper) and internal databases on Divisional intranet and websites; designs and generates a variety of periodic and ad hoc reports and other background materials to facilitate inspection and audit reviews.
Provides other administrative and technical support, through the use of office automation systems and ICT tools, as assigned
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. Taking responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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.
Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away.
A minimum of seven years of experience in programme or project administration, technical cooperation or related area is required.
Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage
An assessment and competency based interview may be conducted as part of the recruitment process for this position.
This position is for local recruitment. External applicants will be considered only if no suitable internal candidates are found.
Passing the New York Administrative Assessment Support Test (ASAT) is a prerequisite for recruitment consideration in the General Service category in the United Nations Headquarters at New York.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
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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