Programme Management Assistant
Office of the United Nations High Commissioner for Human Rights, Geneva, Switzerland
Closing Date for Applications:
ORG. SETTING AND REPORTING
This position is located in the Human Rights Council and Treaty Mechanisms Division (HRCTMD) of the Office of the United Nations High Commissioner for Human Rights (OHCHR) based in Geneva, Switzerland. Under the general supervision of the Chief of the Human Rights Treaties Branch (HRTB), the incumbent reports to the Chief of the Groups in Focus Section.
- Within limits of delegated authority and depending on location, the Programme Management Assistant may be responsible for the following duties:
- Assists in the preparation of missions of experts, including administrative requests.
- Makes necessary arrangements for meetings, including issuance of invitations, preparation of attendance lists, correspondence and any follow-up action.
- Monitors and keeps track of treaty body information and ensures that it is placed on the website and or relevant databases.
- Assists in the retrieval of information relating to the treaty body system according to needs of the members of the team.
- Ensures the maintenance of the treaty body documentation database and webpages.
- Compiles, summarizes, and presents basic information/data on specific topics or issues.
- Reviews relevant documents for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes relevant documents to relevant parties upon approval.
- Serves as focal point for administrative coordination of implementation of activities of the relevant treaty body, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, 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 treaty body-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, etc.
- Provides general office assistance; responds to complex information requests and inquiries.
- Reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; ensures the formatting of documents; handles routine administrative tasks, such as maintaining attendance records, etc.
- Provides guidance/training to new/junior staff.
- Performs other duties as assigned.
- PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. Knowledge of the institutional context in which OHCHR operates. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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.
- PLANNING AND 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.
- High school diploma or equivalent.
- A minimum of five (5) years of experience in programme or project administration, technical cooperation or related area is required.
- At least three (3) years of experience within the United Nations common system is desirable.
- Experience working with Enterprise Resource Planning (ERP) systems, such as Umoja is also desirable.
- English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. Knowledge of another United Nations official language is an advantage.