Programme Assistant

The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations security management system(UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission to enable United Nations system programme activities through trusted security leadership and solutions. This position is located in the Security Events Planning Unit (SEPU), Security and Safety Service, Department of Safety and Security in New York. The incumbent of this position will report directly to the Supervisor of SEPU. The Security and Safety Service at Headquarters is responsible for providing security to delegates, staff, visiting dignitaries and other visitors. This is a unique opportunity to join a diverse, dynamic and exciting organization gaining unique and valuable experience where security provides great value. Besides the opportunity to gain new skills and further advance security expertise, this position offers a fulfilling environment that gives you satisfaction by contributing directly or indirectly to peace and security, human rights, and achievement of the Sustainable Development Goals. Simply, all humanity will be benefiting from your work. Together, we can make the world a better place. For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs

Responsibilities

Within delegated authority, the Programme Assistant will be responsible for the following duties:

• Assists in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
• Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues.
• Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
• Drafts various types of correspondence and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
• Provides guidance/training to new/junior staff.
• Prepares weekly documents on main events scheduled at the United Nations Headquarters for the coming week.
• Maintains a yearly list of events taking place at the United Nations Headquarters.
• Maintains and updates the Master List of affiliates authorized to sign-in guests and the Master List of vehicles authorized to access the United Nations premises for deliveries.
• Performs other duties as assigned.

Work Experience

• A minimum of five years of experience in programme or project administration, technical cooperation or related area is required. The minimum years of relevant experience is reduced to three years for candidates who possess a first-level university degree or higher. Experience working with MS Office (Excel, Word, Powerpoint, etc.) is required. Experience working with an Enterprise Resource Planning system (such as SAP, Umoja or similar) in an international organization in the areas of time administration is desirable. Experience with application of administrative policies and procedures within the UN Common System or other similar large international organization is desirable.

Languages

• 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 another official United Nations language is an advantage. Note: Fluency equals a rating of “fluent” in all four areas (speak, read, write and understand). Knowledge of equals a rating of “confident” or “fluent” in at least two of the four areas.

Source: https://careers.un.org/jobSearchDescription/231949?language=en