This post is in the Office of the Assistant Secretary-General for Peacebuilding Support in the Peacebuilding Support Office (PBSO) in the Department of Political and Peacebuilding Affairs (DPPA). The Programme Assistant will report to the Administrative Officer who reports to the Special Assistant. Established in 2005, the Peacebuilding Support Office (PBSO) helps to sustain peace by fostering international support for nationally owned and led peacebuilding efforts. The Office assists and supports the Peacebuilding Commission (PBC), manages the Peacebuilding Fund (PBF) on behalf of the Secretary-General, and works to enhance system-wide coherence and partnerships with UN and non-UN actors in support of building and sustaining peace in relevant countries. The Department of Political and Peacebuilding Affairs (DPPA) focuses primarily on five action areas in international peace and security, ensuring sound analysis and early warning, preventing conflict and engaging in peacemaking, managing political crises and violent conflicts, sustaining peace, and enhancing partnerships. The Department's mandate is to prevent and resolve conflict through inclusive political solutions.
Responsibilities
Within limits of delegated authority and depending on location, the Programme Assistant will may be responsible for the following duties:
Assists in the coordination of programme/project planning and preparation work for, the Office programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
Assists in building job openings, setting up of assessments, follow up with substantive hiring managers.
Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues, including staffing tables.
Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; maintains project documents in relevant digital files upon approval.
Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in budget tracking files and budget systems.
Serves as focal point for administrative coordination of programme/project implementation activities, such as raising requestions for various contracts and purchase orders involving extensive liaison with Executive Office and Office of the USG to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, setting up of offices, travel arrangements, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
Provides general office assistance; responds to complex information requests and inquiries; reviews, logs incoming and outgoing correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing network, subscription, telephone billing, office supplies, etc.
Provides guidance/training to new/junior staff.
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.
Performs other duties as assigned.
Education
High School diploma or equivalent is required.
Work Experience
A minimum of five years of progressively responsible work experience in providing programme, or budget administration, general office support or related area is required. The minimum years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. Experience making travel and accommodation arrangements for staff and non-staff is required. Experience supporting procurement activities is required. Experience working with various offices of the Secretariat, agencies, funds, programmes, NGOs, or Permanent Missions (including UN peace operations), or similar setting is desirable. Experience in using ERP systems (such as SAP, UMOJA or similar) is desirable. Experience using document handling and correspondence processing tools is desirable.
Languages
English 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 United Nations language is an advantage.
