Programme Management Assistant

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Description

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Org. Setting and Reporting

• This position is located in the Human Rights Treaties Branch (HRTB), Human Rights Council and Treaty Mechanisms Division (HRCTMD) of the United Nations Office of the High Commissioner for Human Rights (OHCHR) based in Geneva, Switzerland. Under the general supervision of the Chief of the Anti-Torture, Capacity Building, Coordination, and Funds Section, the incumbent reports to the Secretary of the Humanitarian Funds Unit (UN Voluntary Trust Fund on Contemporary Forms of Slavery and UN Voluntary Fund for Victims of Torture).

Responsibilities

Within limits of delegated authority, the Programme Management Assistant may be responsible for the following duties:

• Assists in the processing of Humanitarian Funds grants, including entering data in Umoja and the grants management system, and following throughout the project cycle.
• Assists in the organization of sessions of the Boards of Trustees of the Funds and in the handling of related documents and travel arrangements.
• Assists in the coordination of planning and preparation work for Funds; monitors status of relevant documentation for review and approval.
• Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues.
• Reviews project documents, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.
• Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
• Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Helps to prepare the mid-year review and the end-of-year report; produces accounting spreadsheets to follow up, and liaises with the Finance and Budget Section as required, etc.
• Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Compiles, summarizes and enters data on project delivery; Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
• Performs other duties as assigned.

Education

• High school diploma or equivalent.

Work Experience

• A minimum of five (5) years of experience in programme or project administration, technical cooperation or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher. Experience in the United Nations common system or similar International Organization is desirable. Experience with an Enterprise Resource Planning (ERP) systems such as Umoja is desirable. Experience using Graphic design tools (such as Adobe illustrator, InDesign) is desirable. Experience in data management (using tools such as Advanced Excel, SQL,Power Query, Power BI) is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Source: https://careers.un.org/jobSearchDescription/241171?language=en

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