Programme Management Assistant (Temporary Job Opening) Temporary
United Nations Global Service Center (UNGSC)
United Nations Logistic Base
Closed on 9 Aug 2020
Location: Brindisi (Italy)
Grade: G-6, Associate
H Hardship
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Added 1 month ago
Job Description

Org. Setting and Reporting

The United Nations Global Service Centre (UNGSC) provides critical Logistics, Geospatial, Information and Telecommunications Technologies services and Training to all peacekeeping missions around the world.
This position is located in the Customer Service Unit (CSU) within Supply Chain Service in Brindisi, Italy. The incumbent will report to the Chief Customer Service Unit.

Responsibilities

• Within delegated authority, the Programme Management Assistant will be responsible for the following duties.
• Assists in consolidating customer service processes to establish a scalable and innovative service management function, integrating SC service management principles in SOP’s and practices: a) assists in developing guidelines and updating SOPs to facilitate the flow of information and services; b) assists in developing requirements for tools to enhance client satisfaction, define service journeys; c) facilitates cross cutting support, develops ad HOC service journeys; d) assists in coordinating the development of SLAs/MOUs/OLAs as well as the development of new services; e) critically analyzes current and potential UNGSC client base, maps and segments customer base at a granular level, assists stakeholders in scheduling targeted outreach activities; f) assists in determining the level of satisfaction with SCS service provision; g) develops power BI, dashboard reporting capabilities; h) facilitates the renewal of ISO 9001:2015 certification for Supply Service Centre at UNGSC.
• Assists in the coordination of programme/project planning and preparation; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval.
• Assists 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 the computerized budget system; initiates financial authorizations for expenditures.
• Collaborates with programme/project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services and various planning instruments such as internal work plans; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
• Assists in the preparation and analysis of programme/project budget proposals; provides assistance in the 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; proposes adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
• Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, prepares standard terms of reference against programme/project objectives, obtains necessary clearances, processes and follows-up on administrative and logistical actions and resolves issues related to project implementation, e.g. recruitment and appointment of personnel/consultants/interpreters, travel arrangements, organization 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.
• Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics.
• Drafts correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.
• Provides guidance and training to new/junior staff.
• Maintains and certifies administrative data and records for time and attendance, performance appraisal, etc.
• Performs other duties as assigned.

Competencies

Professionalism: 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.

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.

Education

High school diploma or equivalent is required.

Work Experience

At least seven (07) years of progressively responsible experience in programme or project administration, supply chain management, logistics, technical cooperation or related area is required.
Experience in ISO 9001 audit management in required.
Experience in service management is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised fluency in English both oral and written is required.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This position is temporarily available until 30 June 2021, with the possibility of an extension. 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.

Recruitment for this position is done on a local basis.

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.
Applicants who are Italian nationals or nationals of a member state of the European Union need to upload a copy of their national passport. All other applicants need to have a valid work permit for Italy and need to upload a copy of such work permit. All other applicants, except current UNGSC staff members in Brindisi, need to provide a Certificato Penale and Certificato di Carichi Pendenti. Attachments need to be uploaded in Step 8 of the online application. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.

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 Considerations

According 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.

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 Fee

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.

About UNGSC

The United Nations Global Service Centre (UNGSC) provides critical Logistics, Geospatial, Information and Telecommunications Technologies services and Training to all peacekeeping and special political missions around the world.

For more than 20 years, UNLB has served the needs of peace operations. In 2010, under the Department of Field Support’s Global Field Support Strategy, UNLB, together with UNSBV (itself established in 2009) became known as the Global Service Centre.

The UNGSC’s mandate is to ensure efficient and effective peace operations through the core logistics, geospatial, information and telecommunications technology services it provides.

UNGSC is comprised of three core Service areas:

  1. Supply Chain Service
  2. Field Technology Service
  3. Central Service

The first two Service areas represent the core of the UNGSC’s service provision to peace operations. While primarily an internal service provider of self-sustainment support for UNLB and UNSBV, Central Service also manages the Conference and Learning Centre, facilitating training and conference events for over 4000 visitors each year.