Programme Management Assistant, G6

Org. Setting and Reporting

This post is located in the Office of the High Commissioner for Human Rights (OHCHR), Regional Office for the Caribbean Community (CARICOM) in Nassau, the Bahamas. The incumbent reports to the OHCHR Regional Representative.

Responsibilities

Within limits of delegated authority and depending on location, the Programme Assistant may be responsible for the following duties: • Provides administrative, finance, human resources and programmatic support to the Office located in Nassau, ensuring high quality, accuracy and consistency of work closely with professional staff members and counterparts in OHCHR in Geneva and Panama, as required. • Provides assistance in support of planning and implementation activities/processes for, typically, a large and highly complex component of the departmental programme/project initiatives. • Assists in the coordination of programme/project planning and preparation; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval. • Assists in the preparation and analysis of programme/project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized. • Assists in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite follow\-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures. • Collaborates with programme/project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled in the PB and various planning instruments such as the medium\-term plan and internal work plans; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted. • Drafts programme/project summaries, coordinates review and clearance process. Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, including human resources and travel issues, involving extensive liaison with diverse organisational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow\-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel (drafting job descriptions and vacancy announcements, preparing/reviewing requests for selection and recruitment, securing timely action for contract extensions or non\-extensions), travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc. • Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews. • Drafts correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports. • Provides guidance and training to new/junior staff. • Performs other duties as assigned.

Competencies

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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two\-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. PLANNING\& 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.

Education

High school diploma or equivalent.

Job \- Specific Qualification

Not available.

Work Experience

A minimum of seven (7\) years of experience in programme or project administration, technical cooperation or related area is required. The minimum years of relevant experience is reduced to five (5\) for candidates who possess a first\-level university degree or higher. At least four (4\) years' experience within the United Nations common system or similar international organization is desirable. Experience working on Enterprise Resource Planning (ERP) system is desirable. Experience working on talent management platforms such as Inspira is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Either French or Spanish is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

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Required Languages

Language Reading Writing Listening Speaking

English UN Level III UN Level III UN Level III UN Level III

Desirable Languages

Language Reading Writing Listening Speaking

French UN Level II UN Level II UN Level II UN Level II

Spanish UN Level II UN Level II UN Level II UN Level II

Assessment

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

Special Notice

Extension of the appointment is subject to extension of the mandate and/or the availability of the funds. This position is subject to local recruitment pursuant to staff rule 4\.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

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