Org. Setting and Reporting

This position is located in the office of the Chief of Staff of the Executive Secretary in the Economic Commission for Europe (ECE), based in Geneva, Switzerland.

The G6, Programme Management Assistant is under the direct supervision of the D1, Chief of Staff and Secretary of the Commission, and the overall supervision of the USG and Executive Secretary of ECE.

Responsibilities

Under the supervision of the Chef de Cabinet and Secretary of the Commission, the incumbent is responsible to:

• Prepare documentation forecasts for Executive Commitee (EXCOM) formal documents;
• Assist in preparing formal and informal EXCOM documents as per UN standard format and submits formal documents to UNOG Conference Services via Gdocs through Internet Version of Documents Retrieval and Information Tacking System (iDrits); follows up with Conference Services, as and when necessary; and archives documents from the UN optical disk system;
• Ensure logistics for and servicing of EXCOM formal and informal meetings;
• Update and maintains papers and electronic files on all EXCOM matters, e.g., formal and informal documents, including chairman’s conclusions;
• Maintain a registry of agenda items and decisions; a registry of decisions concerning the establishment and renewal of ECE subsidiary bodies; list of extra-budgetary projects submitted; attendance lists of EXCOM meetings; and list of EXCOM accredited representatives;
• Assist in disseminating information to EXCOM members via e-mail;
• Upload documents and other relevant information on EXCOM meetings on the ECE Internet website and manages the EXCOM web page on the website
• Perform other tasks relating to the Executive Committee.
• Participate as member of the Office of the Executive Secretary (OES) team in preparations for and servicing of the biennial session of the Economic Commission for Europe.
• Independently handle a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research, including on procedural issues); responds, or drafts responses, to a diverse range of correspondence and other communications.
• Assist in the overall administration of the office, i.e. provides substantive and administrative support in managing priorities and workflow of the manager and of the work unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner.
• Establish/improve administrative procedures and systems to ensure smooth functioning of the office, including filing (paper and electronic) systems.
• Undertake representational duties on behalf of the manager, to include serving as first point of contact and liaison with senior officials and member State representatives.
• Research, compile, analyze data, and summarize background materials for use in preparation of reports, briefs, and assessment papers on the assigned project portfolios;
• Support the Chief of Staff in presentations to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.

Competencies

Professionalism: Knowledge of policies, processes and procedures related to programme/project administration, general office and administrative support. Ability to research, select, organize and summarize information required for the preparation of meetings. Knowledge of ERP systems, such as SAP. Ability to identify and resolve a range of issues/problems, 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.

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.

Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is required.

Work Experience

At least seven (7) years of progressively responsible experience in administration, programme management, social affairs, or a related field 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 of experience in the UN Common System or similar international organisation is desirable.

Experience in servicing meetings is required.

Experience in processing of documents is desirable.

Experience in working in the Front Office of a senior official (D1 and above) and in preparing correspondence and managing calendar of appointments is desirable.

Experience in research assignments is desirable.

Experience in the application of United Nations or other international organization policies and procedures, and in monitoring of adherence to procedural rules of intergovernmental bodies is desirable.

Languages

English and French are the working languages of the United Nations Secretariat; and Russian is a working language of ECE. For the position advertised, fluency in English is required and knowledge of French is required. Knowledge of Russian is desirable.

Assessment

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

Special Notice

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.

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.

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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.