This position is located in the West Africa Team in the Western Africa Division of the Departments of Political and Peacebuilding Affairs and Peace Operations. The Programme Management Assistant reports to the Senior Political Affairs Officer in the West Africa Team of the Western Africa Division, under the overall guidance of the Deputy Director for West Africa and the Sahel (political, non-mission and regional work and special political mission backstopping). The Division, which covers Benin, Burkina Faso, Cabo Verde, Côte d’Ivoire, The Gambia, Ghana, Guinea, Guinea-Bissau, Liberia, Mali, Niger, Nigeria, Senegal, Sierra Leone and Togo, is tasked with monitoring and reporting on major developments in the countries under its purview, and recommending actions for addressing the related challenges, risks and threats.
Within limits of delegated authority, the incumbent will perform the full range of office management and administrative support functions to Western Africa Division staff members, as appropriate. In particular, s/he will be responsible for the following duties:
1. Maintains calendar and schedules, monitors deadlines and communicates relevant information to appropriate staff in the Division.
2. Carries out quality control on outgoing documents. In particular, types and processes in requested format working papers, talking points, statements, briefing notes, analytical papers, background notes, profiles and other working documents.
3. Drafts routine correspondence and follows-up on the approval of Western Africa Division documents submitted to OASG-Africa, OUSG and EOSG, as appropriate.
4. Researches, compiles and summarizes background materials upon request from desk officers on the basis of the area/subject assigned.
5. Maintains electronic files and databases for the staff members that s/he is assisting. More specifically, creates, organizes, maintains and updates files and databases on correspondence, list of experts, talking points, briefing notes, resolutions, Secretary-General’s reports and other relevant documents for the use of the West Africa Team staff members.
6. Provides assistance in the coordination of system-wide activities (e.g integrated task forces meetings).
7. Performs a variety of administrative duties, including organizing meetings, scheduling of visits of senior officials, ordering office supply and equipment, preparing and/or processing administrative requests/documents (e.g. travel requests, expense claims, vouchers and visa applications).
8. Receives and/or sends outgoing correspondence for the staff members that s/he is assisting. Photocopies, scans and circulates documents, papers and incoming correspondence to concerned staff members. Prepares and processes confidential information and assists in the development of office administrative systems and procedures.
9. Screens visitors and incoming/outgoing telephone calls from/to Member States, Permanent Missions, UN field missions, international organizations, UN agencies, etc. and directs calls to officers under whose competence a particular call-inquiry falls.
10. Performs other duties as assigned.
Professionalism: Knowledge of research methodologies, data collection and maintenance; Ability to identify, extract, analyse and format data from a wide variety of standard and nonstandard sources. 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.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
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.
High school diploma or equivalent is required.
A minimum of five years of experience in programme or project administration, technical cooperation or related area is required.
Experience using project management tools is required.
Experience providing support to high-level officials is desirable.
Experience providing support to field operations is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Fluency in oral and written French is desirable. Knowledge of another UN official language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
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.
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.
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.
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