Programme Management Assistant (Vendor Management and Invoices)
16 hours ago
New York
Org. Setting and Reporting The United Nations Secretary-General is responsible for the investment of the assets of the United Nations Joint Staff Pension Fund (UNJSPF). The Secretary-General has delegated this responsibility to the Representative of the Secretary-General for the investment of the assets of the UNJSPF (RSG). The RSG heads the Office of Investment Management (OIM), which manages a $100+ billion multi-asset class, global investment portfolio, about 85% of which is actively managed in-house. Asset classes under management comprise global equities, fixed income, foreign exchange, private equity, real estate, infrastructure, timber and commodities. OIM's staff are all based in New York but come from over 40 countries. For more information, please visit OIM's website at https://oim.unjspf.org/. This position is located in the Vendor Management & Invoices Team (VMIT) within the Value Realization Office (VRT) under the Chief Operating Officer. The incumbent will report to the Head of the Vendor Management & Invoices Team. Responsibilities Within limits of delegated authority the Programme Assistant may be responsible for the following duties: Provides assistance in support of planning and implementation activities/processes for procurement operations, including requisitions, purchase orders, low-value procurement, vendor registration, invoices, payments coordination, training and membership-related transactions, office supply orders, courier services and related administrative services. Assists in the end-to-end processing and monitoring of procurement transactions, including coordinating the completion of required forms and supporting documentation, raising shopping carts and service entry sheets in Umoja, logging and matching invoices against applicable purchase orders and confirmation of goods or services received, obtaining necessary approvals and following up with relevant parties until completion. Serves as focal point for coordination, monitoring and expedition of procurement operations activities, involving extensive liaison with a diverse organisational units and external vendors to initiate requests, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to requisitions, purchase orders, vendor registration, invoices, payments and related services. Researches, compiles, analyses, summarizes, and presents basic information/data on specific procurement operations programmes/project and related topics. Assists in the coordination of procurement operations programme/project planning and preparation; monitors status of requests and transactions; takes necessary action to ensure documents are completed and submitted to relevant parties for approval. Assists in the preparation and analysis of programme/project budget proposals related to procurement operations activities; provides assistance in the interpretation of budget guidelines. Assists in the monitoring and evaluation of programmes/projects related to procurement operations activities; categorizes, logs, updates, tracks and analyses data related to requisitions, purchase orders, vendor registrations, invoices, service entry sheets, payments, expenditures; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures. Collaborates with programme/project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted. Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate monitoring, inspection and other reviews. Provides guidance and 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, procurement operations, implementation and evaluation, 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 and resolve a range of issues/problems and to work well with figures and transaction data, 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. Able to perform analysis, modeling and interpretation of data in support of decision-making. Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. Education High school diploma or equivalent. Candidates in possession of a first level degree may require less required years of experience. Job - Specific Qualification Not available. Work Experience At least seven years of experience in programme or project administration, procurement support, finance, accounting, contract administration or related area is required. Experience in the processing and monitoring of procurement or payment transactions using an enterprise resource planning system is desirable. Experience using Umoja (SAP) or another enterprise resource planning system 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 for details). Required Languages Language Reading Writing Listening Speaking English UN Level II UN Level II UN Level II UN Level II Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special Notice This position is temporarily available for 364 days. Further extension is subject to extension of the mandate and availability of funding. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. 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. 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 United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Appointment at the United Nations is subject to mandatory adherence to the United Nations Financial disclosure Programme. An appointment to the Office of Investment Management (OIM) of the UNJSPF additionally requires compliance with the rules and regulations pertaining to OIM's Code of Ethics, Personal Securities, Gift and Hospitality policies. For this position, applicants from the following Member States, which are unrepresented or under-represented in the UN Secretariat as of 30 June 2026, are strongly encouraged to apply: Andorra, Brunei Darussalam, Democratic People's Republic of Korea, Dominica, Equatorial Guinea, Grenada, Kiribati, Kuwait, Lao People's Democratic Republic, Liechtenstein, Marshall Islands, Micronesia (Federated States of), Nauru, Palau, Papua New Guinea, Qatar, Sao Tome and Principe, Timor-Leste, Tuvalu, United Arab Emirates, Vanuatu, Afghanistan, Angola, Antigua and Barbuda, Belize, China, Cuba, Guinea-Bissau, Indonesia, Israel, Japan, Libya, Liberia, Luxembourg, Monaco, Oman, Paraguay, Saint Lucia, Saint Vincent and the Grenadines, San Marino, Saudi Arabia, Singapore, Slovenia, Solomon Islands, Turkmenistan, United States of America. 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. No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.
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