Programme Assistant (Space Security/WMD)

Background

The United Nations Institute for Disarmament Research – UNIDIR is an autonomous institution within the United Nations that conducts independent research on disarmament and related problems, particularly international security issues. The vision of UNIDIR is a stable and more secure world in which States and people are protected from threats of arms-related violence. The role of UNIDIR is to support Member States, the United Nations and policy and research communities in advancing ideas and actions that contribute to a more sustainable and peaceful world. UNIDIR is based in the Palais des Nations, Geneva.

UNIDIR’s Space Security Programme works to build knowledge and awareness on the international security implications and risks that surround the space domain and the use of space technology and contribute to the efforts of policymakers to keep outer space peaceful and secure for all humankind.

UNIDIR’s Weapons of Mass Destruction (WMD) Programme works to support progress in nuclear disarmament, arms control and risk reduction, and non-proliferation. The programme also contributes to policymakers’ efforts to strengthen the norm against chemical and biological weapons.

Responsibilities

Within UNIDIR’s Space Security & WMD Programmes, the Programme Assistant will perform the following duties under the supervision of the Head of Programmes:

1. Undertake day-to-day planning and organization of Space Security & WMD Programmes activities, including but not limited to:

• Provide administrative support for the Space Security & WMD Programmes’ activities, including liaison with UNIDIR’s Finance, Budget, and Administration (FBA) unit, the Strategic Communications unit, and the Programmes’ researchers on the procurement of goods and services, as well as liaison with external consultants and vendors.
• Oversee the Programmes’ section on the UNIDIR website and social media engagement.
• Support the design, development, logistics and review of the Programmes’ strategies and projects.
• Support the logistical and administrative management and upkeep of the Programmes’ digital tools.
• Support the editing and design of the Programmes’ publications and maintain up-to-date publication catalogues.
• Support the promotion of the Programmes’ work by assisting the Programmes’ researchers in their outreach activities with relevant stakeholders.
• Compile the Programmes’ monthly newsletter contributions.
• Compile the Programmes’ weekly activity updates.
• Organize and maintain updated the Programmes’ documentation and records.

2. Assist in event organization for the Space Security & WMD Programmes, including but not limited to:

• Support the Programmes’ in organizing meetings, events, and workshops.
• Provide administrative and operational support for the Space Security Programme’s annual flagship event, the Outer Space Security Conference.
• Assist in the full lifecycle of event organization, including, but not limited to, drafting and distributing invitations, monitoring registrations, promoting and conducting outreach for events, collaborating with service providers, managing procurement activities, compiling post-event feedback and statistics, and post-event communications.
• Coordinate logistical arrangements with event attendees and speakers, including arranging travel for event participants in compliance with UN travel rules and in coordination with the FBA unit.
• Provide technical support for the Programmes’ events, including the hosting of events on video conferencing platforms such as Webex and Zoom, and liaising with technicians as needed.
• Coordinate internal team meetings, including scheduling and maintaining meeting notes.
• Oversee the maintenance of the Programmes’ mailing lists for event invitations.

3. Performs other duties as required.

Schedule for the proposed work

A workplan for the duration of the contract will be established within the first two weeks of the contract. The Programme Assistant will have regular meetings with the Head of Programmes in order to set assignments within the workplan and monitor progress. The Programme Assistant will inform the Head of Programmes and relevant researchers if there are any issues concerning meeting agreed deadlines.

Performance Indicators

The Programme Assistant will be evaluated at the end of their contract. Performance indicators include:

• Assignments are completed on time and to the satisfaction of the Head of Programmes.
• Engagement is professional, team oriented and positive.
• Active participation in the activities of Institute.
• The Programme Assistant demonstrates the core values of the UN and the core competencies described below in the discharge of their duties.

The Programme Assistant is to demonstrate the core values of the United Nations: Professionalism, Integrity, and Respect for Diversity.

In addition, in this role, the Programme Assistant will demonstrate the following competences:

• 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.
• 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.
• 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.
• Communication: speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Qualifications and Experience

Education

Advanced university qualification (Master’s degree or equivalent) in public administration, business administration, organizational studies, international affairs, political science, or related field is required.

Experience

• A minimum of 2 years of experience in project administration and coordination, office support, or a related field is required.
• Computer competency, including but not limited to Microsoft Office (Outlook, Word, Excel, and PowerPoint), is required.
• Competency using social media tools and platforms, including but not limited to LinkedIn, X (formerly Twitter), Instagram, and Trello, is required.
• Competency using design tools, for example but not limited to Canva and Adobe InDesign, is required.
• Experience in event organization is required.
• Knowledge of video conferencing platforms such as Webex and Zoom is strongly desirable.
• Experience in the field of administration with the United Nations or similar international organizations is desirable.
• Knowledge of gender issues or experience with gender mainstreaming is desirable.

Languages

For this assignment, fluency in English (both written and oral) is required. Knowledge of another official United Nations language is considered an asset.

Assessment

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

Travel

The Programme Assistant may be required to travel during the course of this assignment. Dates and locations will be determined during implementation of relevant projects. The Programme Assistant must complete the UN course BSAFE (online) and provide UNIDIR with a certificate of completion.

Copyright

UNIDIR retains copyright of all documents and the ownership of the intellectual property resulting from all work carried out under this contract. The Programme Assistant warrants that outputs will be original works or that where he/she incorporates copyright material from another source, copyright permission for its use will be obtained. Written output(s) may be attributed to the Programme Assistant.