Job Description

Org. Setting and ReportingThe 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. This position is located in the Executive Office of the Secretary-General in the Sustainable Development Unit. The incumbent reports to the Deputy Director, Sustainable Development Unit. ResponsibilitiesWithin limits of delegated authority, the Programme Assistant is responsible for the following duties: • Supports the scheduling and coordination of meetings, events and activities of the Deputy Director and across the Unit's areas of work; monitors the status of processes, correspondence and reports; tracks deadlines and facilitates workflows to ensure timely submission of documents for processing and approval. • Supports the planning and implementation of the Unit’s activities and project initiatives. • Research, compiles, analyses, summarizes, and presents basic information and data on topics related to sustainable development; • Reviews, records, distributes and or processes mail and other documents and follows up on impending actions. • Assists in the preparation of 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; proposes adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized. • Research, compiles and summarizes background materials for reports, briefs, and speeches; drafts correspondence and communications related to the Unit’s activities, including work plan and budgets; and prepares unit contributions to periodic reports. • Maintains large distribution lists; monitors, prepares and circulates various materials and reports; and registers incoming and outgoing drafts in the electronic document tracking system. • Performs a variety of administrative duties including leave recording, meeting and event organization, reservations, procurement of office supplies and equipment, and escorting guests; processes administrative requests and documents such as access passes, travel requests, visa applications, and expense reports. • Assists the Unit’s intern recruitment process. • Prepares, maintains and updates electronic and paper files and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials and notes to facilitate information sharing and outreach. • Acts as back-up for the SDU Director and other Unit support staff. • Performs other duties as assigned. CompetenciesProfessionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Knowledge, skills and ability to extract, interpret, analyze and format data across the full range of finance and budget functions, including programme development and database management, claims and treasury operations. Ability to identify and resolve data discrepancies and operational problems. 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. Planning & 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. 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. Technological awareness: Keeps abreast of available technology. Understands applicability and limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of seven years of progressively responsible experience in programme administration, general office administration or related fields is required. Experience in researching, analyzing and presenting data is desirable. Experience in planning, preparing, scheduling and coordinating events is desirable. Experience with Microsoft Suite (Word, Excel, Powerpoint, Sharepoint) is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult for details).

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