Programme Management Assistant

Org. Setting and Reporting

This position is located in the Policy and Operational Support Team (POST), Office of the Assistant Secretary-General for Rule of Law and Security Institutions, Department of Peace Operations (DPO), in New York. The incumbent reports to the Head of POST. DPO provides political and executive direction to UN peacekeeping operations around the world and maintains contact with the Security Council, troop and financial contributors, and parties to the conflict in the implementation of Security Council mandates. The Department works to integrate the efforts of UN, governmental and non-governmental entities in the context of peacekeeping operations. The DPO Office of Rule of Law and Security Institutions (OROLSI) was established in 2007 to coordinate and strengthen the links between the Department’s activities in the areas of police, justice and corrections, mine action and weapons and ammunition management, the disarmament, demobilization and reintegration of ex-combatants, and security sector reform.

Responsibilities

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

• Assists in the coordination of programme/project planning and preparation work for the project on Enhancing the Role of Peacekeeping Operations in Countering Terrorism and Preventing Violent Extremism (CT-PVE); monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
• Compiles, summarizes, and presents basic information/data on the 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 relevant executive offices, field missions and UN partners 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.
• 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. Work implies frequent interaction with the following: Programme Officers/Managers associated with the project. Staff in coordinating units across the institution, e.g. Procurement, Administration/Finance/Budget, Translation, Human Resources, etc. Officials in field offices, implementing agencies, etc.

Education

• High school diploma or equivalent.

Work Experience

• A minimum number of 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 area. Experience working in the field of international law, human rights, counter-terrorism, preventing violent extremism or another related area is required. Experience with UN support to strengthening the rule of law and security institutions is required. Experience working at the headquarters and in partnerships with the executive offices of the UN or another similar international or multilateral organization is required.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in both oral and written English is required. Knowledge of another official United Nations language is an advantage.

Source: https://careers.un.org/jobSearchDescription/246978?language=en