Job Description

Org. Setting and ReportingThe Executive Office of the Secretary-General (EOSG), under the guidance of the Secretary-General, works as a team pursuing, in a cohesive and coherent manner, the Secretary-General's vision, priorities and policies and seeks alignment of the United Nations family in that regard. 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 units support the EOSG senior officials, as appropriate, depending on the tasks at hand, regardless of which senior official they formally report to, and 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 Rule of Law Unit (ROLU) within EOSG, which reports to the Under-Secretary-General for Policy. The Programme Management Assistant will report to the Chief of Unit. ResponsibilitiesWithin delegated authority, the Programme Management Assistant will be responsible for the following duties: • Provides administrative, logistical, and secretarial support to the Chief and staff of the Unit, including the preparation of draft memoranda, notes, and letters for the signature of the Chief, Under-Secretary-General for Policy, Chef de Cabinet, Deputy Secretary- General, and Secretary-General. • Assists in the preparation of necessary documentation required for reports and correspondence, responds to complex information requests and inquiries relevant to the work of the Unit and EOSG, and drafts responses to a diverse range of correspondence and other communications. • Ensures availability of background materials for Chief and staff attending meetings. • Systematically manages stakeholder information by organizing, maintaining, and working with management information systems. • Liaises with the offices of various senior officials across both the Secretariat and the wider UN system regarding on-going programmes, meetings, retreats, and other administrative matters. • Provides administrative and logistical support to EOSG in the preparation of meetings, including through circulation of invitations, monitoring of attendance, and coordination of technical arrangements, in particular related to the requirements of remote and hybrid meetings, retreats, and events. • Conveys directives, reports, status updates, and other relevant information and brings sensitive and urgent matters – including operational issues – to the attention of the Chief. • Ensures the effective and efficient flow of information by processing incoming and outgoing correspondence, overseeing the information flow within the Unit, assisting in the maintenance of correspondence logs, processing requests for clearance, monitoring and following-up on pending actions, and liaising with the Executive Office on administrative matters. • Manages and coordinates the assignment and distribution of tasks within the Unit. • Provides personal assistance to the Chief of the Unit by maintaining the calendar and processing appointment requests; organizes travel arrangements and prepares other administrative requests for the Chief and other staff of the Unit. • Assists staff of the Unit in community management by maintaining SharePoint pages, contact databases, and mailing groups. • Assists staff of the Unit in digital communication efforts and event planning by drafting communication materials, liaising with colleagues for programmatic inputs informing digital communication efforts, and coordinating event planning processes related to speaker invitations, guest list management, venue, etc. • Performs other duties as assigned. CompetenciesProfessionalism: Ability to perform a broad range of administrative functions, e.g., database management, etc. Ability to apply knowledge of various United Nations administrative, financial, and human resource rules and regulations in work situations. 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. 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 for 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of seven years of experience in administrative services, finance, accounting, audit, human resources, or a related area is required. Experience providing assistance to senior officials is required. Experience with Microsoft applications (including Word, Excel, PowerPoint, Outlook, Teams) and SharePoint is desirable. Experience in planning and organizing special events 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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