Senior Programme Management Assistant

GloJobs; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

UNDSS in New York is seeking a Senior Programme Management Assistant to provide administrative support to the Global Security Systems, Standards and Projects Team. You will manage programme and project administration across multiple locations, liaise with senior officials, and oversee budget and procurement activities.

The role requires a minimum of ten years’ experience in finance, budgeting and programme administration, with English and French language skills.

Qualifications

• High school diploma or equivalent.
• Ten (10) years of progressively responsible experience in finance, budget, programme or project administration or related area (8 years with higher degree).
• Experience conducting large-scale procurement processes in UN or similar international organization.
• Experience providing office support for a security service or operation in a corporate setting (desirable).
• Experience with security systems and equipment (desirable).

Responsibilities

• Provides full range of programme and project management and implementation assistance at all phases of the programme/project cycle.
• Liaises with senior officials and administrative staff at HQ, regional offices and duty stations.
• Guides local project teams on budget, finance and procurement issues.
• Researches and summarizes information on security systems and infrastructure upgrades.
• Tracks resolutions and prepares databases; ensures program content reflects legislative decisions.
• Prepares budgets, forecasts and monitoring checklists for project development.
• Drafts newsletters and inputs for reports, briefs and correspondence.
• May undertake mission/field work to support programme activities.
• Establishes internal databases and data management for project activities.
• Coordinates with security project teams and provides supervision to local staff.

Skills

English

French

Education

High school diploma

Job description

GloJobs analysis estimates · not the employer's figures

Senior Support · ~10 yrs · Secondary / High School · English/French

Duty station New York, United States

Formality check 2 / 5 — moderate

Formality measures wording patterns — e.g. unusually specific requirements or a short application window — that can suggest a vacancy may favour a pre-identified candidate. This one shows:

Narrow Requirements Short Posting Period (12d)

The Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations security management system (UNSMS) globally. As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations programmes and activities in the most complex and challenging environments, while maximizing precious resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system programme activities through trusted security leadership and solutions. This is a unique opportunity to join a diverse, dynamic and exciting organization gaining unique and valuable experience where security provides great value. Besides the opportunity to gain new skills and further advance security expertise, this position offers a fulfilling environment that gives you satisfaction by contributing directly or indirectly to peace and security, human rights, and achievement of the Sustainable Development Goals. Simply, all humanity will be benefiting from your work. Together, we can make the world a better place. For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs, visit: https://www.un.org/undss/ The position is located in the Division of Headquarters Safety and Security (DHSSS) in the United Nations Department of Safety and Security. The Senior Programme Management Assistant reports directly to the Senior Security Project Manager, Global Security Systems, Standards and Projects Team (GSSSP) and is under the general supervision of the Director, DHSSS. The Security and Safety Services (SSS) are operated independently in New York and at seven other Secretariat headquarters locations around the world, with DHSSS providing coordination among the various Services. The Senior Programme Management Assistant will be responsible for the administrative support of the GSSSP team in DHSSS and all associated projects and locations.

Responsibilities

Within delegated authority and depending on location, the Programme Assistant may be responsible for the following duties:

• Independently provides full range of programme/and project management and implementation assistance at all phases of the programme/project cycle for the implementation of security systems, seeking guidance only in exceptional circumstances;
• Liaises with senior officials and administrative staff in HQ, OaHs and RC duty stations with regards to Section 33 Security Projects and other security upgrades;
• Liaise, coordinate with and provide guidance to administrative staff of the local project teams located at each duty station in budget, finance and procurement issues;
• Researches, compiles, analyzes, summarizes, and presents basic information/data on Section 33 and security systems and infrastructure upgrades, highlighting noteworthy issues/trends for consideration by appropriate parties;
• Tracks resolutions and other legislative decisions that affect programme content and oversees the preparation of the relevant database(s) to ensure the incorporation of programmatic and other changes enacted by legislation;
• Reviews, appraises and revises, as necessary, all Section 33 and security systems and infrastructure upgrade submissions, ensuring compliance with guidelines and organizational objectives;
• Supervises the work of and provides support to local staff at each SSS duty station on all Section 33 matters;
• Drafts budget and forecast based on submissions; prepares monitoring checklists, identifying stages of programme/project development, funding source, inputs by reviewing internal and external bodies, and follow-up actions required;
• Prepares newsletters on programme/project-related activities; drafts inputs for a wide range of documents/reports, briefings/debriefings, correspondence, etc;
• May undertake mission/field work in support of above activities, e.g. specific administrative, operational/control tasks for programme/project activities;
• Establishes internal databases; sets up, files, stores and manages data and information relevant to the scope of programme/project activities;
• Coordinates with all security project teams and provides technical supervision for local staff at other duty stations in the areas of procurement, IT and maintenance;
• Performs other duties as assigned.

• 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 identify, independently assess, formulate recommendations and/or resolve a wide range of issues/problems, undertake research and gather information from standard sources and to work well with figures including ability to analyze and understand financial data. Ability to design information data bases from multiple sources into an integrated programme evaluation system. Ability to direct, supervise and train office support staff. Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness and ability to deal proactively and tactfully with offices throughout the organization. Provides an environment in which others can talk and act without fear of repercussion; places confidence in and builds trust with colleagues, staff members and stakeholders; 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.
• 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 & 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.

Work Experience

A minimum of ten (10) years of progressively responsible experience in finance, budget, programme or project administration or related area is required. The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first-level university degree or higher. Experience conducting large scale procurement processes in the United Nations or similar international organization is required. Experience in providing office support for a security service or operation in a corporate setting is desirable. Experience with physical security systems and equipment is desirable.

Languages

English 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 https://languages.un.org [link removed] for details).

Required Languages

Language

Reading

Writing

Speaking

Assessment

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

Special Notice

• This position is funded through General Temporary Assistance (GTA) funding available through 31 December 2026 with possibility of extension. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate.
• The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. The United Nations Department of Safety and Security (UNDSS) is taking efforts to improve gender parity, including full implementation of the UN-wide, and Departmental Gender Strategies. We are committed to providing an inclusive culture and exciting opportunities for women in the security and operations field.
• At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
• Applying to this job opening carries an expectation to accept the offer, if selected. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
• The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English
• 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.
• A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade.
• A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions and may apply for other temporary positions at any level, subject to section 5 of ST/AI/2010/4Rev.1.

In its resolution 66/234, the General Assembly further "stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013… Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further "stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013… Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.

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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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. All external candidates recruited in accordance with section 2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.