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Programme Management Assistant Vacancy at UN in United Sates for 2025. Apply Today!

Vacancy Details

  • Position(s): Programme Management Assistant
  • Organization: United Nations
  • Job Opening ID: 250715
  • Job Network : Economic, Social and Development
  • Job Family : Programme Management
  • Category and Level : General Service and Related Categories, G-6
  • Duty Station : NEW YORK
  • Department/Office : Executive Office of the Secretary-General
  • Deadline: Jan 16, 2025

Organizational Setting and Reporting

This UN position is located in the Strategic Planning and Monitoring Unit (SPMU) within the Executive Office of the Secretary-General (EOSG), which reports to the Under-Secretary-General for Policy. The Administrative Assistant will report to the Head of Unit (Director). The EOSG, under the guidance of the Secretary-General (SG), work as a team pursuing in a cohesive and coherent manner, the SG’s vision, priorities and policies for his second mandate in office. It seeks alignment of the United Nations family with the SG’s vision, priorities and policies. It is guided by the necessity of securing the highest standards of efficiency, competence and integrity and of achieving gender and regional balance among staff. All EOSG unit will support the EOSG senior officials, as appropriate, depending on the tasks at hand, regardless of which senior official they formally report to, and will work together through a matrix team approach, as necessary, to ensure EOSG leads by example on integration and cross-pillar work.

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Duties and Responsibilities

Within delegated authority, the Programme Management Assistant will be responsible for the following duties:

  • Provides administrative, logistical, and secretarial support to the Director of the Unit and staff of the Unit, including the preparation of draft memoranda, notes, and letters for the signature of the Director, Under-Secretary-General, Chef de Cabinet, Deputy Secretary-General, and Secretary-General.
  • Assists in the preparation of necessary documentation required for reports and correspondence, responds to complex information requests and inquiries relevant to the work of the Unit and EOSG, and drafts responses to a diverse range of correspondence and other communications.
  • Independently handles a wide-range of complex information requests and inquiries; responds or drafts responses to a diverse range of correspondence and other communications.
  • Ensures availability of background materials for Directors and senior staff attending meetings.
  • Systematically manages stakeholder information by organizing, maintaining, and working with contact management information systems (CRM software solutions).
  • Liaises with the offices of various senior officials across both the Secretariat and the wider UN system regarding on-going programmes, meetings, retreats, and other administrative matters.
  • Provides administrative and logistical support to EOSG in the preparation of meetings, including through circulation of invitations, monitoring of attendance, and coordination of technical arrangements, in particular related to the requirements of remote and hybrid meetings, retreats, and events.
  • Conveys directives, reports, status updates, and other relevant information and brings sensitive and urgent matters – including operational issues – to the attention of the Director.
  • Ensures the effective and efficient flow of information by processing incoming and outgoing correspondence, overseeing the information flow within the Unit, assisting in the maintenance of correspondence logs, processing requests for clearance, monitoring and following-up on pending actions, and liaising with the Executive Office on administrative matters.
  • Provides personal assistance to the Director of the Unit by maintaining the calendar and processing appointment requests; organizes travel arrangements and prepares other administrative requests for the Director and other staff of the Unit.
  • Assists staff of the Unit in community management by maintaining SharePoint pages, contact databases, and mailing groups.
  • Assists staff of the Unit in digital communication efforts and event planning by drafting communication materials (in particular social media assets), liaising with colleagues for programmatic inputs informing digital communication efforts, and coordinating event planning processes related to speaker invitations, guest list management, venue, etc.
  • Performs other duties as assigned.
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Competencies

Professionalism: Ability to perform a broad range of administrative functions, e.g., database management, etc. Ability to apply knowledge of various United Nations administrative, financial, and human resource rules and regulations in work situations. 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.

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 and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount for 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.

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Requirements

Education

  • High school diploma or equivalent is required.

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Work Experience

  • A minimum of seven years of experience in administrative services, finance, accounting, audit, human resources, or a related area is required.
  • Experience providing assistance to senior officials is required.
  • Experience in applying United Nations regulations, rules, and procedures is desirable.
  • Experience with Microsoft SharePoint applications is desirable.
  • Experience with client relationship management (CRM) systems is desirable
  • Experience in digital communications is desirable.
  • Experience in project management and coordination is desirable.
  • Experience in planning and organizing special events is desirable.

Application Link

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