Programme Management Assistant

Org. Setting and Reporting

• This position is located in the Department of Economic and Social Affairs (DESA), Division for Inclusive Social Development (DISD), Capacity Development and Partnerships Cooperation Section (CDPCS). Incumbent reports to Social Affairs Officer, Capacity Development and Partnerships Cooperation Section.

Responsibilities

The Programme Assistant is responsible for the following duties:

• Provides assistance in support of planning and implementation activities/processes for, typically, a large and highly complex component of the Division and Section programme/project initiatives.
• Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics.
• Assists in the coordination of programme/project planning and preparation; monitors status of programme/project implementation.
• Assists in the preparation and analysis of programme/project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, 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 the monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; 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 in the PB and various planning instruments such as the medium-term plan and internal work plans; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
• Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• 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 inspection and other reviews.
• Drafts correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares Section contributions for a variety of periodic reports.
• Provides guidance and training to new/junior staff.
• Performs other duties as assigned.

Education

• High school diploma or equivalent is required.

Work Experience

• At least six (6) years of experience in programme or project administration, technical cooperation or related area is required. Experience in Enterprise Resource Planning (ERP) systems, such as Umoja, related to procurement and purchase orders is required. Experience in the organization of international conferences, workshops, and meetings, including travel arrangements, is required. Experience in integrated information management systems, such as Inspira, related to recruitment of staff and consultants is desirable. Experience in the United Nations Common System or international organizations is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of Russian is desirable.

Source: https://careers.un.org/jobSearchDescription/241008?language=en