Programme Management Assistant

Org. Setting and Reporting

This position is located in the IT Services Section (ITSS), Programme Support and Management Services (PSMS) of the UN Trade and Development (UNCTAD). The Programme Management Assistant reports to the Chief of the Service Support Team.

Responsibilities

Within limits of delegated authority, the Programme Management Assistant will support UNCTAD in the relocation from building H to building S in Q4 2024, and will be responsible for the following duties:

• Assists in the coordination of programme/project planning and preparation work for the relocation to building S, liaising with the UNOG entities providing support and with external contractors.
• Compiles, summarizes, and presents basic information/data on specific 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 project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. coordinating equipment and records moves, training/study tours, authorization of payments, procurement of equipment and services, etc.
• Compiles, summarizes and enters data on project delivery; performs quality assurance on project deliverables and takes corrective action as appropriate, 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.
• 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.
• Contributes to asset management and updates inventory of IT equipment.Performs other duties as assigned.
• Performs other duties as assigned.

Education

• High school diploma or equivalent is required.

Work Experience

• Five years of experience in programme or project administration, technical cooperation or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher. One year or more of experience in data analytics or related area is desirable. Experience as assistant within the UN System is desirable. Experience with Enterprise Resource Planning (ERP) software 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 another official United Nations language is desirable.

Source: https://careers.un.org/jobSearchDescription/247473?language=en