Programme Management Assistant

Org. Setting and Reporting

This position is located in the Office of the High Commissioner for Human Rights (OHCHR) in the Human Rights Inquiries Branch (HRIB), Administrative Support Unit, Geneva. The incumbent will work under the overall guidance of the Chief of HRIB and direct supervision of the coordinator of the Administrative Support Unit.

Responsibilities

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

• Assists in the coordination of programme/project planning and preparation work for project initiatives; monitors status of programme/project proposals and receipt 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, especially cost plans/budgets, 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 the staff members of the different sections of the HRIB 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.
• Assists in the preparation of job descriptions for all posts required for Start. Up Teams and Investigative Teams of the branch and Investigative Bodies .
• Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
• Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• 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.
• Provides guidance/training to new/junior staff.
• Performs other duties as assigned.

Education

• High school diploma or equivalent.

Work Experience

• A minimum of five (5) years of progressively responsible experience in programme or project administration, technical cooperation or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher. Out of the five years, at least 3 years of experience in the United Nations or similar international organization, is desirable. Experience working with Enterprise Resource Planning (ERP) systems, such as Umoja 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 French is desirable.

Source: https://www.unjobnet.org/jobs/detail/72722413