Programme Management Assistant

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Description

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Org. Setting and Reporting

• This position is located in the Sustainable Development Section (SDS), Development, Economic and Social Issues Branch, Office of the High Commissioner for Human Rights (OHCHR), Geneva. The incumbent reports to the Chief of Section.

Responsibilities

Within limits of delegated authority and depending on location, the Programme Assistant may be 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 departmental 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 proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval.
• 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.
• Drafts programme/project summaries, coordinates review and clearance process, and coordinates with editor, translation services, etc. on finalization and publication of report multiple languages.
• 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 unit contributions for a variety of periodic reports.
• Provides guidance and training to new/junior staff.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Provides assistance to the Chief of Section on Human Resources Management matters.
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Maintains and reviews the Section’s staffing tables; reviews Umoja reports.
• Provides logistical and administrative support to HRC intersessional meetings and other meetings, workshops and trainings.
• Assists in the electronic dissemination of programs, schedules and calendar of events using innovative tools.
• Serves as focal point for administrative coordination of programmes/project implementation activities involving extensive liaison with diverse organisational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, including for arrangements and forms related to the official travel of staff and partners, participants and other stakeholders as relevant, as well as authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Performs other duties as assigned.

Education

• High school diploma or equivalent.

Work Experience

• Seven years of experience in programme or project administration, technical cooperation or related area are required. Experience in organizing inter-governmental meetings is required. Experience working on Enterprise Resource Planning (ERP) systems, such as Umoja and Inspira 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 and French are required. Knowledge of another official United Nations language is desirable.

Source: https://careers.un.org/jobSearchDescription/243283?language=en

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