UN Jobs

The United Nations is hiring Programme Management assistants (multiple positions). APPLY with a high school diploma or equivalent. Entry-level Position.

About the United Nations

The United Nations is a diplomatic and political international organization whose stated purposes are to maintain international peace and security, develop friendly relations among nations, achieve international cooperation, and serve as a centre for harmonizing the actions of nations

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Responsibilities

1. Assists in the coordination of CMS projects and programmes by:

• Assisting in project planning and preparation work; monitoring status of programme/project proposals and receipt of relevant documentation for review and approval.

• Creating and processing grants and partners’ information, including due diligence and agreements, in the Partnership Portal, as necessary.

• Reviewing project documents, especially budgets and agreements, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifying inconsistencies; distributing project documents to relevant parties upon approval.

• Serving as the focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with the units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, payments, disbursement of funds, procurement of equipment and services.

• Compiling, summarizing and entering data on projects; drafts related status reports, identifying shortfalls in delivery, budget overruns, and bringing them to the attention of management. 2. Assists in the planning, operational organization and logistics of CMS Secretariat meetings by:

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• Organizing meetings and workshops, including travel and logistics arrangements.

• Serving as the focal point for administrative coordination of meetings, involving extensive liaison with the units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, payments, disbursement of funds, procurement of equipment and services.

• Preparing the meeting webpage and registration form and managing registrations; preparing participants lists.

• Supporting the translation of documents and making documents available for interpreters and chairs.

• Ensuring documents and reports meet the UN document standards, including formatting, translating short texts and posting documents online.

• Supports podium, Secretariat Staff and participants during meetings 3. Provides general Secretariat office support by:

• Reviewing, logging and routing incoming and outgoing mailing and correspondence; managing the organization’s e-mail account, formatting and sending notifications and correspondence

• Drafting meeting invitations and correspondence on a range of issues for clearance and preparing and updating periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets.

• Assisting with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

• Assisting with visualizations and updating information material such as web pages or brochures.

• Responding to complex information requests and inquiries.

• Setting up and maintaining contacts, files and records.

• Utilizes and maintains various document databases and systems

. • Prepares files for meetings and missions.

• Providing guidance to new staff.

• Performing other duties as assigned.

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Competencies

Professionalism: Knowledge of the organization’s conference policies, procedures and practices. Ability to research, select, organize and summarize information required for the preparation of meetings. 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

Education

High school diploma or equivalent is required

Job – Specific Qualification

Supplementary training in administration is desirable.

Work Experience

A minimum of five (5) years of experience in programme or project administration, meeting organization or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first level university degree or higher. Experience in using Enterprise Resource Planning (ERP) system e.g., Umoja is required. At least two (2) years of experience working in the secretariat of a multilateral environmental agreement is desirable. One (1) year or more of experience in data analytics or related area is desirable.

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