Org. Setting and Reporting
This position is located in the United Nations Economic Commission for Europe, Environment Division, Transboundary Cooperation Section. The incumbent will support the industrial safety and water units (at 50% each), and reports, respectively, to the Secretaries of the Convention on the Transboundary Effects of Industrial Accidents (Industrial Accidents Convention) and the Convention on the Protection and Use of Transboundary Watercourses and International Lakes (Water Convention).
UNECE Environment Division contributes to the overall objectives and mandate of UNECE as a multilateral platform facilitating greater economic integration and cooperation among its member States, and to the broad aim of the Environment subprogramme to safeguard the environment and human health, and to promote sustainable development in line with the 2030 Agenda for Sustainable Development by supporting the implementation of the Sustainable Development Goals
Within limits of delegated authority, Programme Management Assistant may be responsible for the following duties in relation to the Water and Industrial Accidents Conventions:
•Performs a wide range of office support and administrative functions.
•Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
•Interacts with focal points, partners and stakeholders on organizational matters.
•Monitors processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
•Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
•Generates a variety of standard statistical, financial and other reports, work orders, etc., using various databases.
•Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
•Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search, etc.), and as necessary, refers inquiries to appropriate personnel for handling.
•Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
•Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
•Assists in the preparation of presentation materials using appropriate technology/software.
•Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
•Performs data entry and extraction functions, incl. in relation to financial data.
•Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
•Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
•Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, outside and inside Geneva, including via videoconferences, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, incl. consultancies, expenditure authorizations, visa applications, etc.).
•Prepares and follows-up procedures for financial and visa support of participants for meetings, prepares and/or processes related administrative requests (travel requests, expenditure authorizations) and maintains comprehensive records on use of funds; coordinates shipment arrangements, courier services etc.
•Coordinates with other sections (Conference services; IT helpdesk) for meeting room arrangements and equipment, prepares lists of participants.
•Maintains files (both paper and electronic) and databases for work unit.
•Maintains spreadsheets, includes and monitors financial data, in particular in relation to extrabudgetary projects and activities.
•Assists in providing software and office equipment support.
•Provides guidance to less experienced staff on general office processes and procedures, computer applications, etc.
•Performs other duties as assigned.
Work implies frequent interaction with the following:
Staff in related organizational units across the institution.
Visitors and representatives from Permanent Missions, UN Common System and other international organizations, NGOs, etc.
Effectively delivers of a wide range of administrative and office support functions under moderate supervision. Regularly assists in drafting routine correspondence and other communications. Accurately and in a timely manner, produces a range of correspondence, documents, reports, spreadsheets, and other outputs. Appropriately applies relevant policies, guidelines, procedures and processes. Establishes effective working relationships with internal and external contacts at all levels.
Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.
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.
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.
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.
At least three (3) years of experience in programme management or project administration, technical cooperation/assistance or related area, of which preferably two (2) within the United Nations System or in a comparable international organization. Experience with ERP systems such as UMOJA is required. Experience with cost plans/budgets, financial reporting, travel requests, consultancy contracts and grants is desirable.
English 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 Russian and/or French is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
• This position is temporarily available from 6 April 2020 to 6 December 2020. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
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 United Nations Administrative Assessment Support Test (ASAT) at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, ICTY or the Global General Services Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. A convocation will be sent by email only to candidates who meet the requirements.
Vacancies at G1-G4 levels are open to both internal and external candidates, including staff members on temporary appointments. However, priority consideration will be given to existing serving staff members. New external candidates will only be considered when a serving staff member holding a Fixed-Term or Temporary Appointment at the time of application cannot be identified.
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.