Org. Setting and ReportingThis position is located in the UN Library & Archives Geneva, Institutional Memory Section. The New Archives Building (NAB) project is a 6-year, grant funded, project for the construction of a purpose-built archives storage repository that meets international industry standards for the preservation and storage of archives. The objective is an ISO compliant purpose-built archives storage facility for the physical archives in the custody of UN Archives Geneva, and the League of Nations Archives. The facility will include at least 21 linear kilometres of storage space, 600m2 for other types of collections storage and 300m2 of technical spaces, such as digitization and conservation areas. The construction will prioritize an eco-friendly building, designed with Passivhaus standards allowing for reduced operating costs and an optimal archives storage environment. ResponsibilitiesUnder the overall supervision of the Chief, Institutional Memory Section and under the direct supervision of the NAB Project Manager, the Programme Assistant will be responsible for the following duties: • Acts as the main point of reference for administrative, financial, procurement and work planning matters relating to the project. • Assists in the coordination of the project planning and preparation; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval. • Assists in the maintenance of project documentation and files, including version control, update of project files and documents, and adherence to document control procedures. • Assists in the organization of meetings with the Project Board, the Working Level Task Force, and others as required, including drafting supporting documents and minutes. • Assists in the preparation and analysis of the project budget proposals; reviews and coordinates submissions of budget estimates and cost plans ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized. • Assists in all procurement activities in coordination with PTS. • Assists in the monitoring and evaluation of the project; categorizes, updates, tracks and analyses data related to the project; 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; identifies issues and initiates required follow-up actions under the supervision of the NAB Project Manager and maintains a smooth interaction with partners and service providers on all relevant administrative aspects; produces periodic status reviews, including adherence to work plans and schedules. • Drafts correspondence and communications related to all aspects of project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports. • Performs other duties as assigned. CompetenciesProfessionalism: Ability to perform a broad range of administrative functions, including but not limited to finance and budget, work programmes, and the ability to apply knowledge of United Nations administrative and financial rules and regulations in work situations. Ability to prepare project documentation and communication for both internal and external clients and audiences. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. 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. 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. 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceAt least seven (7) years of experience in administration, programme/project management or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Experience with an ERP system, such as Umoja, is required. At least five (5) years of experience within the United Nations system is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English and French are required. Either Spanish or Chinese (Mandarin) or Arabic or Russian is desirable. 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).