Programme Management Assistant

Org. Setting and Reporting

The United Nations Human Settlements Programme (UN-Habitat) is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities. UN-Habitat is the focal point for all urbanization and human settlement matters within the UN system. UN-Habitat works with partners to build inclusive, safe, resilient and sustainable cities and communities. UN-Habitat promotes urbanization as a positive transformative force for people and communities, reducing inequality, discrimination and poverty.

Responsibilities

Within the 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 Local2030 Coalition Secretariat.
• Researches, compiles, analyses, summarizes, and presents basic information and data on specific activities and topics related to the Local2030 Coalition Secretariat.
• Assists in the coordination of the Local2030 Coalition Secretariat planning and preparation; monitors status of Local2030 Coalition proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval.
• Assists in the preparation and analysis of the Local2030 Coalition 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 the Local2030 Coalition activities; categorizes, updates, tracks and analyses data related to diverse activities and services, 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 and activities summaries, coordinates review and clearance process, and coordinates with editors, translation services, etc., to finalise and publish reports in multiple languages.
• Serves as focal point for coordination, monitoring and expedition of the Local2030 Coalition Secretariat implementation activities, involving extensive liaison with diverse organisational units to initiate requests, prepare standard terms of reference against the Local2030 Coalition 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 Local2030 Coalition Secretariat 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.
• Supports managing the Local2030 Secretariat Office’s administrative needs, running its day-to-day operations and ensuring its operational functioning.
• Act as liaison with the host country institutions to ensure smooth operations of the Local2030 Coalition Secretariat.
• 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.
• Performs other duties as assigned.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of seven (7) years of experience in programme or project administration, technical cooperation or related area is required. The minimum no. of years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree. Experience in using web-based or integrated information management systems such as Enterprise Resource Planning (ERP) system is desirable. One (1) year or more of experience in data analytics or related area is desirable. Experience working in the UN or in a similar international organization is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of Spanish is desirable. Knowledge of another official United Nations language is desirable. NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of” equals a rating of ” confident” in two of the four areas.

Source: https://careers.un.org/jobSearchDescription/245534?language=en