Programme Management Assistant (Temporary Job Opening), G5

## Programme Management Assistant (Temporary Job Opening), G5 - Organization:ODA - Office for Disarmament Affairs - Country:United States - Office:ODA New York, USA Org. Setting and Reporting:The position is located in the Conventional Arms Branch (CAB) of the Office for Disarmament Affairs in New York. CAB focuses its efforts on all weapons not considered weapons of mass destruction, including small arms and light weapons (SALW) and conventional ammunition. The branch is responsible for substantive conference support on the UN Programme of Action on Small Arms and Light Weapons, the Global Framework for Through-Life Conventional Ammunition Management, and the UN transparency instruments, such as the United Nations Register of Conventional Arms (UNROCA) and the United Nations Report on Military Expenditures (MilEx). CAB chairs the UN internal Coordination Mechanism on Small Arms (CASA) and manages the Saving Lives Entity (SALIENT) and the UN Trust Facility Supporting Cooperation on Arms Regulation (UNSCAR). This position will support the implementation of activities in support of the Africa Amnesty Month of the African Union Silencing the Guns Initiative. The Programme Management Assistant will report to the Political Affairs Officer. For more information, please refer to https://disarmament.unoda.org. Responsibilities:Under the direct supervision of the Political Affairs Officer, the Programme Management Assistant will be responsible for the following duties:Assists in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues.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; distributes project documents to relevant parties upon approval.Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a 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, 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 and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.Provides guidance/training to new/junior staff.Performs other duties as assigned. - Assists in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval. - Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues. - 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; distributes project documents to relevant parties upon approval. - Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system. - Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a 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, 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 and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc. - Provides guidance/training to new/junior staff. - Performs other duties as assigned. Competencies:PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to work well with figures, 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. 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 is required. Job - Specific Qualification:Not available. Work Experience:A minimum of 5 years of experience in programme or project administration, technical cooperation or related area, is required. The minimum years of relevant experience is reduced to 3 years for candidates who possess a first-level university degree or higher. Experience in issues related to disarmament, conventional arms control, and the women peace and security agenda is desirable. Experience with the Silencing the Guns Initiative is