Programme Management Assistant

Org. Setting and Reporting

• This position is located in the Africa Branch, Field and Technical Operations Division (FOTCD) of the Office of the High Commissioner for Human Rights (OHCHR) in Geneva, Switzerland. The incumbent reports to the chief of Africa Section II.

Responsibilities

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

• Provides assistance in support of programme planning, performance implementation, monitoring, reporting and evaluation of Section level/administered work and cost plans, ensuring timeliness and correctness of outputs prepared by the Section and tracking time-sensitive tasks assigned to the Section.
• 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.
• Initiates, reviews, processes and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through Umoja.
• 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.
• Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, such as recruitment and appointment of personnel, travel arrangements, organization of meetings and training courses, 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 programme/project administration, including work plans 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.
• Performs other duties as assigned.

Work Experience

• At least seven (7) years of experience in programme or project administration, technical cooperation or related area is required. Out of the seven years, at least four (4) years of experience in the United Nations Common System or similar international organization is desirable. Experience working on Enterprise Resource Planning (ERP) systems, such as Umoja and/or Inspira, is desirable. Experience in programme planning and budgeting 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.

Source: https://careers.un.org/jobSearchDescription/249524?language=en