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Job Opening
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Posting Title: |
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Programme Assistant, G7
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Job Code Title: |
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Senior Programme Management Assistant
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Department/ Office: |
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Economic Commission for Africa
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Duty Station: |
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ADDIS ABABA
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Posting Period: |
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2 October 2015-16 November 2015
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Job Opening number: |
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15-PGM-ECA-46368-R-ADDIS ABABA (R)
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Staffing Exercise ID: |
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N/A
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United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting
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This position is located in the Public Information and Knowledge Management Division in the United Nations Economic Commission for Africa (UNECA), Addis Ababa. The Programme Assistant reports directly to the Director of the Division.
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Responsibilities
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Under the direct supervision of the Director, the incumbent is responsible for providing assistance in support of planning and implementation activities/processes, assisting in the preparation and analysis of programme/project budget proposals, assisting in the monitoring and evaluation of programmes/projects, monitoring expenditures and compares with approved budget, assisting managers in the preparation of resource requirements and budget performance submissions, preparing and summarizing IRFA expenditure reports.
I) General Finance and Budgetary Functions:
- Independently provides full range of programme/project management and implementation assistance in providing planning and implementation activities/processes for, typically, a large and highly complex component of the departmental programme/project initiatives.
- Participates in the preparation and analysis of programme/project budget proposals; provides 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.
- Participates in the monitoring and evaluation of programmes/projects; categorizes, 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.
- Tracks resolutions and other legislative decisions that affect programme/project content and oversees the preparation of the relevant database(s) to ensure the incorporation of programmatic and other changes enacted by legislation.
- Serves as focal point for coordination, monitoring and expedition of programme/project implementation 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 at all stages to ensure work is proceeding according to established plans, including analyzing implementation difficulties and initiating remedial action; liaises with diverse organizational units to initiate requests; prepares standard terms of reference against programme/project objectives, obtains necessary clearances, processes and follows-up on objectives, obtains necessary clearances, processes and follows-up on objectives, obtains necessary clearances, processes and follows-up on administrative actions and resolves 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.
- 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..
- Monitors budgetary commitments, including verification of charges and obligation document in IMIS for all financial transactions; prepares periodic budget revisions and ensures appropriate resource allocations; reconciles accounts with amended budget; evaluates trends of financial implementation and makes necessary recommendations to line manager.
- Arranges for formal closures of projects, final budget revision, and transfer of equipment, clearance, publication and distribution of final report.
III) Assisting Divisional Management Team:
- Advises managers in the preparation of resource requirements for biennial budget proposal submissions.
- Drafts budget and forecast based on submissions; prepares monitoring checklists, identifying stages of programme/project development, funding source, inputs by reviewing internal and external bodies; and follow-up actions required.
- Prepares budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures. - Prepares and summarizes IRFA monthly expenditure reports from IMIS, reviews, classes or directs for action outstanding unliquidated pre-encumbrances and obligations.
- Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
- Reviews requisitions for goods and services to ensure if correct objects of expenditure have been charged and availability of funds.
- Supervises office support staff, including distribution and review of work assignments, training and inputs to performance evaluation.
- Performs other duties as assigned.
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Competencies
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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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
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. Communication: Good oral and written communication skills, including ability to prepare a range of reports.
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.
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Education
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High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) or the Global General Service Test (GGST) at Headquarters or an equivalent locally administered test at Offices Away. Additional studies in Management area is an advantage.
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Work Experience
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A minimum of ten years of progressive work experience in programme or project administration, technical cooperation or related area.
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Languages
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English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
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Assessment
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Evaluation of qualified applicants may include an assessment exercise which may be followed by a competency-based interview.
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Special Notice
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Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station. Passing the Administrative Support Assessment Test (ASAT) or the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. External candidates will be considered only when no suitable internal candidates are identified from the duty station, and subject to a passing grade on the relevant entry-level examination. If selected, external candidates will be responsible for any expenses incurred in order to take the GGST examination, and, in the event of an employment offer, any cost relating to travel and relocation to the duty station on appointment and separation. The candidate will also be responsible to get any visas and work permits in order to take up the appointment. If selected, external candidates will be recruited on local basis and they would not be entitled to international benefits. Candidates who are short-listed to be considered for this position will be contacted by the recruiter to be scheduled to sit for the GGST at a later date at the duty station.
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United Nations Considerations
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Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of inspira account-holder homepage.
Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
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No Fee
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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.
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