Job Opening
Job Opening ID: 224776
Job Network : Economic, Social and Development
Job Family : Programme Management
Category and Level : General Service and Related Categories, G-6
Duty Station : NEW YORK
Department/Office : Department of Safety and Security
Date Posted : Dec 29, 2023
Deadline : Jan 12, 2024

Org. Setting and Reporting
The Department of Safety and Security (UNDSS) is responsible for 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 Strategic Planning Service (SPS), in the Office of the Under-Secretary-General for Safety and Security (OUSG) in New York, and reports to the Head of the Emergency Response Unit. The incumbent will be required to travel to the field to support UNDSS response to escalating or sudden onset emergencies.

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, visit: https://www.un.org/undss/

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.
Responsibilities
Within limits of delegated authority, the Programme Assistant may be responsible for the following duties:

• Provides assistance in support of planning and implementation of activities and processes for the Emergency Response Unit (ERU) focused on the implementation of various XB projects and components of the departmental strategic initiatives.
• Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics.
• 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 ERU initiatives and projects; 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 ERU initiatives and projects, 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 the Head of ERU on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled and various planning, management and monitoring instruments; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
• Drafts ERU initiatives’ summaries, coordinates review and clearance process, and coordinates with editor, translation services, etc. on finalization and publication of report multiple languages, as applicable.
• Serves as focal point for coordination, monitoring and expedition of ERU activities, involving extensive liaison with a 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, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Provides support to the Emergency Response Unit, including arranging and facilitating deployments and providing administrative and logistical backstopping according to the special timelines of the XB project.
• 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 the ERU work and administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.
• Participates in field missions to provide programmatic support and backstopping to the Team during escalating or sudden onset emergencies.
• 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Provides an environment in which others can talk and act without fear of repercussion; places confidence in and builds trust with colleagues, staff members and stakeholders.

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 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; 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, collaborating with partners on operational support issues is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.

Administrative experience in using an ERP system, such as Umoja or similar ERP, for travel and procurement related activities is desirable.

Prior experience working with the United Nations, or similar international organization is desirable.

Prior work experience in a conflict, post-conflict or natural disaster setting is desirable.

Experience in providing administrative or programmatic support to field, emergency or crisis operation of an international organization 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 desirable.

NOTE: ”Fluency” equals a rating of ”fluent” in all four areas (read, write, speak, understand) and ”Knowledge of” equals a rating of ”confident” in two of the four areas.