Programme Management Assistant

Org. Setting and Reporting

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 and Safety Service New York which is responsible for providing security to delegates, staff, visiting dignitaries and other visitors.

Under the overall supervision of the Deputy Chief of Security, the Programme Management Assistant is required to provide programmatic support to the Office of the Chief. 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. For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs,

Responsibilities

Under the overall supervision of the Deputy Chief of Service, the Programme Management Assistant is responsible for the following duties: • Assists in the coordination of programme/project planning and preparation work for the departmental programme/project initiatives. • Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues (such as UN Special Events, Security Risk Assessments, and Security Operations Plans for major events like UN General Assembly and the Commission on Status of Women)

• Reviews project documents especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.
• Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc.
• Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting
• Prepares and updates periodic reports, briefing notes, graphic and statistical summaries, operational tracking 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.
• Performs other duties as assigned.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of five (5) years of experience in programme administration, administration, general office support or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher. Experience with MS Office (Excel, Word, Powerpoint, etc.) is required. Experience working with member states and senior officials is desirable. Experience in data analytics or management and organization of data is desirable. Experience handling confidential communication is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position 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/242818?language=en