Posting Title: Programme Management Assistant, G6 (Temporary Job Opening)
Job Code Title: Programme Management Assistant
Department/Office: Office of Internal Oversight Services
Duty Station: NEW YORK
Posting Period: 22 August 2023 – 19 September 2023
Job Opening Number: 23-Programme Management-OIOS-215797-J-New York (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organisational Setting and ReportingThis temporary position is located in the Inspection and Evaluation Division (IED) of the Office of Internal Oversight Services (OIOS) at United Nations Headquarters in New York and is available until 31 August 2024 with the possibility of an extension subject to the availability of the post. The Programme Management Assistant works as a member of an evaluation team and will be reporting to the Chief of Section. The Office of Internal Oversight Services is the internal oversight body of the United Nations and assists the Secretary-General in fulfilling his oversight responsibilities in respect of the resources and staff of the Organization through the provision of audit, investigation, and inspection and evaluation services. The Office of Internal Oversight Services is an independent office reporting to the Secretary-General and to the General Assembly. The Inspection and Evaluation Division focuses on the conduct of independent inspections and evaluations on behalf of the Secretary-General and the Member States. IED evaluations and inspections are meant to assist intergovernmental bodies and programme managers in assessing the relevance, efficiency, effectiveness and impact of Secretariat programmes. In accordance with its mandate, set forth in General Assembly resolution A/RES/48/218 B (and later resolutions A/RES/54/244 and A/RES/59/272), the role of IED is to help assure the accountability of Secretariat programmes for attaining their mandates, while in the process foster institutional learning and improvement through reflection by programmes and Member States on performance and results.
The Programme Management Assistant will be responsible for the following duties:
- Provide assistance in support of planning and implementation processes for the inspections and programme/project initiatives.
- Research, compile, analyse, summarize, and present basic information/data on specific programmes/project in order to facilitate an in-depth analysis of data by evaluation officers. Assemble and examine statistics and other data relevant to evaluation topics by identifying the subject areas, sources of data, their reliability and compatibility, and means for their aggregation and further analysis. As directed by supervisors, prepare succinct summaries and extracts of information related to a specific aspect or area of evaluation
- Assist in the coordination of project planning and preparation in the conduct of inspections, in-depth and thematic evaluations; monitor their status of proposals; take necessary action to ensure project documents are completed and submitted to relevant parties for approval
- Assist in the preparation and analysis of programme/project budget proposals; provide assistance in the interpretation of budget guidelines; review and coordinate submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepare reports and ensure that outputs/services are properly categorized. Prepare inspections, in-depth and thematic evaluation reports for final processing as General Assembly documents, as required by the Department for General Assembly and Conference Management. Oversee the finalization of the outgoing reports
- Assist in the monitoring and follow up on recommendations from the inspections, in-depth and thematic evaluations; update the internal database, carry out periodic status reviews, identify issues and initiate requisite follow-up actions; prepare revised budget estimates; report on budget revisions, expenditures and obligations; verify availability of funds; ensure necessary approval and entry in computerized budget system; initiate financial authorizations for expenditures
- Assists 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
- Assists with visualizations and updating information material such as web pages or brochures
- Collaborate with programme/project managers on performance reporting; liaise with relevant parties on the interpretation of the activities; provide assistance on reporting requirements, guidelines, rules and procedures, and ensure completeness and accuracy of data submitted
- Draft programme/project summaries, coordinate review and clearance process, and coordinate with editor, translation services, etc. on finalization and publication of reports in multiple languages
- Draft correspondence and communications related to all section inspections and evaluations of programme/project administration, including workplan and budgets, revisions and other related issues, as well as prepare unit contributions for a variety of periodic reports
- Serve as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, maintain and expand contacts with Secretariat departments, offices, funds and programmes, as well as other UN agencies and relevant non-UN entities; obtain necessary clearances, process and follow up on administrative actions and resolve issues related to project implementation, e.g., recruitment and appointment of personnel/consultants, travel arrangements, organization of and participation in training/workshops, processing of payments, procurement of equipment and services, etc; assist with identifying, contacting and arranging meetings with evaluation focal points during the conduct of inspections and evaluations; prepare summary reports and notes to file in such a manner that they reflect the most important points discussed and attribute them to participants; take notes for the entry and exit conferences during the conduct of an inspection and evaluation
- Prepare, maintain and update files (electronic and paper) and internal databases; generate a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspections, evaluations and other reviews
- Perform other duties as assigned. Work implies frequent interaction with the following: Staff at various levels throughout the Organization Results Expected: a) Under Article VII of Regulations and Rules Governing Programme Planning, the Programme Aspects of the Budget, the Monitoring of Implementation and Methods of Evaluation (ST/SGB/2018/3 of 1 June 2018). b) Glossary of Monitoring and Evaluation Terms. Managing for Results: A guide to Using Evaluation in the UN Secretariat. Methodology for Conducting External Evaluation. The incumbent must have clear understanding of all aspects, terms, techniques and methodologies established by these guidelines and manuals and apply them consistently and proficiently in his/her work. Meaningful, justifiable and convincing interpretation of guidelines and methodologies; processes work and related follow-up in an efficient and timely manner, ensuring that the requirements for the inspections and evaluations are complied with, and to the satisfaction of the supervisor.
- 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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.
- 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.
- 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.
EducationHigh school diploma or equivalent is required.
Work ExperienceA minimum of seven years of experience in programme management or related area is required. Experience working with Human Resource Management Systems (HRSM), such as Inspira, Oracle, PeopleSoft or a similar software, is desirable. Experience working with an Enterprise Resource Planning (ERP) application, such as SAP or a similar software, is desirable. Experience working with Excel or a similar spreadsheet application is desirable. 1 year or more of experience in data analytics or related area is desirable.
LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official language of the United Nations is desirable.
AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Special NoticeThis post is financed by the regular budget. The appointment, or assignment, and renewal, thereof, are subject to the availability of the post or funds, budgetary approval, or extension of the mandate. Appointment or assignment against this position is for an initial period ending 31 August 2024, with possibility of an extension subject to availability of the post of funds. 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. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. 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. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. This position is temporarily available until 31 August 2024. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
United Nations ConsiderationsAccording 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 FeeTHE 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.