Programme Management Assistant

myGwork - LGBTQ+ Business Community

1mo ago

Job
Full-time
Senior Level
Research & Development
Bonn

AI generated summary

You need a high school diploma, 3-5 years in program coordination, ERP experience, and fluency in English. Knowledge of French or German is a plus. Multilateral experience is desirable.
You will coordinate projects, manage documentation, handle procurement, organize meetings, support data analysis, and provide general administrative support for programme implementation.

Requirements

High school diploma or equivalent is required.
Supplementary training in Administration or related area is desirable.
A minimum of five (5) years of experience supporting programme or project coordination, general administration or related area is required.
The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first level university degree or higher.
Experience working with an Enterprise Resource Planning (ERP) system such as SAP is required.
At least two (2) years of experience working in the secretariat of a multilateral environmental agreement is desirable.
Experience working within the United Nations common system or similar international organization is desirable.
Experience in successfully organizing and coordinating meetings with different stakeholders is desirable.
One (1) year or more of experience in data analytics or related area is desirable.
English and French are the working languages of the United Nations Secretariat.
For the post advertised, fluency in English is required.
Knowledge of German is desirable.
Knowledge of French, Spanish or another official United Nations language is desirable.
NOTE: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "Knowledge of" equals a rating of "confident" in two of the four areas.

Responsibilities

Assists in the coordination of CMS projects and programmes by:
Assisting in project planning and preparation work; monitoring status of programme/project proposals and receipt of relevant documentation for review and approval.
Creating and processing grants and partners’ information, including due diligence and agreements, in the Partnership Portal, as necessary.
Reviewing project documents, especially budgets and agreements, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifying inconsistencies; distributing project documents to relevant parties upon approval.
Serving as the focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with the units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, payments, disbursement of funds, procurement of equipment and services.
Processing the procurement of goods and services for a value of up to 10,000 USD, raising shopping Carts in Umoja for further processing and preparing the payment of invoices.
Compiling, summarizing and entering data on projects; drafts related status reports, identifying shortfalls in delivery, budget overruns, and bringing them to the attention of management.
Assists in the planning, operational organization and logistics of CMS Secretariat meetings by:
Organizing meetings and workshops, including travel and logistics arrangements.
Serving as the focal point for administrative coordination of meetings, involving extensive liaison with the units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, payments, disbursement of funds, procurement of equipment and services.
Preparing the meeting webpage and registration form and managing registrations; preparing participants lists.
Supporting the translation of documents and making documents available for interpreters and chairs.
Ensuring documents and reports meet the UN document standards, including formatting, translating short texts and posting documents online.
Supporting podium, Secretariat Staff and participants during meetings.
Provides general Secretariat office support by:
Reviewing, logging and routing incoming and outgoing mailing and correspondence; managing the organization’s e-mail account, formatting and sending notifications and correspondence.
Drafting meeting invitations and correspondence on a range of issues for clearance and preparing and updating periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets.
Responding to complex information requests and inquiries.
Setting up and maintaining contacts, files and records.
Utilizing and maintaining various document databases and systems.
Prepares files for meetings and missions.
Providing guidance to new staff.
Data related responsibilities:
Assisting 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.
Assisting with visualizations and updating information material such as web pages or brochures.
Performing other duties as assigned.

FAQs

What is the location of the Programme Management Assistant position?

The position is located in Bonn, Germany.

What qualifications are required for this position?

A high school diploma or equivalent is required, with supplementary training in Administration or a related area being desirable.

How many years of work experience are needed for this role?

A minimum of five (5) years of experience supporting programme or project coordination, general administration, or related areas is required. This is reduced to three (3) years for candidates who possess a first level university degree or higher.

Is experience with an Enterprise Resource Planning (ERP) system required?

Yes, experience working with an Enterprise Resource Planning (ERP) system, such as SAP, is required.

Are there any language requirements for this position?

Fluency in English is required. Knowledge of German is desirable, and knowledge of French, Spanish, or another official United Nations language is also desirable.

What responsibilities does the Programme Management Assistant have regarding meetings?

The responsibilities include organizing meetings and workshops, coordinating administrative tasks, preparing meeting webpages and registration forms, managing participant lists, and ensuring compliance with UN document standards.

Is there a possibility of contract renewal for this position?

Yes, the appointment is for an initial period of one (1) year and may be subject to extension, contingent upon the continued existence of the mandate and availability of funding.

Does the United Nations encourage diverse applicants for this position?

Yes, the United Nations is committed to achieving 50/50 gender balance and geographical diversity in its staff, and female candidates are strongly encouraged to apply.

Are there any provisions for applicants with disabilities?

Yes, reasonable accommodation may be provided to applicants with disabilities upon request to support their participation in the recruitment process.

Will candidates be subject to reference checks during the hiring process?

Yes, candidates under serious consideration for selection will be subject to reference checks to verify the information provided in their application.

myGwork - LGBTQ+ Business Community

The business community for LGBTQ+ professionals, graduates, inclusive employers and advocates for workplace equality.

Technology

Industry

11-50

Employees

2014

Founded Year

Mission & Purpose

myGwork is the largest global platform for the LGBTQ+ business community. Our mission is to make the workplace more inclusive for all by providing individual users and partner organizations access to a wide eco-system of services, including job opportunities, training, mentoring, employer branding, and free community events. Joining the platform is free for individual members, which supports myGwork’s goal of ensuring that the platform's benefits are as accessible and as far-reaching as possible. Corporate members get a tailored service, with carefully curated product packages to help them achieve all their DE&I goals. myGwork organizes two annual events, WorkFair – the largest virtual global career fair for the LGBTQ+ professionals, graduates and students, and WorkPride – a week-long global conference for the LGBTQ+ business community and allies during Pride Month. The company also recently launched the myGwork Academy, delivering practical and relevant LGBTQ+ training education to help create inclusive workplaces for all.