Programme Management Assistant

Org. Setting and Reporting

Created in December 1999, the United Nations Office for Disaster Risk Reduction (UNDRR) is the designated focal point in the United Nations system for the coordination of efforts to reduce disasters and to ensure synergies among the disaster reduction activities of the United Nations and regional organizations and activities in both developed and less developed countries. Led by the United Nations Special Representative of the Secretary-General for Disaster Risk Reduction (SRSG), UNDRR has over 150 staff located in its headquarters in Geneva, Switzerland, and in regional offices. Specifically, UNDRR guides, monitors, analyses and reports on progress in the implementation of the Sendai Framework for Disaster Risk Reduction 2015-2030, supports regional and national implementation of the Framework and catalyzes action and increases global awareness to reduce disaster risk working with UN Member States and a broad range of partners and stakeholders, including civil society, the private sector, parliamentarians and the science and technology community. This position is located in the Programme Planning and Monitoring Unit, within the Resources Planning and Management Section in Geneva, and reports to the Programme Management Officer.

Responsibilities

Within delegated authority, the incumbent will be responsible for the following duties:

• Compiles, summarizes, and presents complex information/data on specific programmes/project and related topics or issues. Provides inputs in the review of project documents especially cost plans/budgets, for completeness and compliance with relevant rules and procedures. Identifies inconsistencies prior to submission to the Programme Management Oversight Committee (PMOC). Distributes project documents to relevant parties upon approval.
• Creates and maintains the Grants in the Grants Module, prepares a project structure for accounting and reporting based on the approved project. 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 the Head of the Programme Planning and Monitoring Unit and the Chief, Resource Planning and Management Section and assists the Finance Unit in taking corrective actions. Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
• Independently handles the preparation of various material, including templates, guidelines and reports, for UNDRR planning, monitoring and reporting for internal and external purposes. Assists in the coordination of programme/project planning and preparation work for programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review by the Programme Management Oversight Committee (PMOC) and approval by UNDRR Director.
• Prepares, maintains and updates internal dashboards and related internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate decision making. Collects and analyses complex data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Supports clients in accessing and using published data
• Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc. Assists the Unit Chief to maintain up to date information on the shared platforms for staff to access.
• Performs other duties as assigned by the supervisor or Chief of Section.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of seven (7) years of progressively responsible experience in programme/project management, budget planning and monitoring, finance, administrative services or other related area is required.
• The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher. Experience in Enterprise Resource Planning System (ERP) such as Umoja is required. Experience in data visualization software such as Microsoft Power BI is required.
• Experience within the United Nations System or similar international organization is desirable.
• At least three (3) years of experience using Business Intelligence reporting is desirable. At least three (3) years of experience in data analytics and financial report creation and design is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of another UN language is desirable.

Source: https://careers.un.org/jobSearchDescription/243339?language=en