Programme Management Assistant

Details

Mission and objectives

UN-HABITAT CPV organization mission TBD

Context

UN-Habitat is present in Cabo Verde since 2009. The agency has a long-standing partnership with the Government of the Republic of Cabo Verde, which includes several normative works (e.g., National Housing Policy (PNH) and the National Urban Policy (PNOTU), established in 2020), as well as operational activities (e.g., Participatory Slum Upgrading Programme (PSUP), launched in Cabo Verde in 2012).
Currently, the country’s portfolio has increased with new joint programmes. Within the scope of the United Nations Trust Fund for Human Security (TFHS), in collaboration with UNODC, UN-Habitat is working on the inclusion of human security elements in collaborative placemaking and strategic planning practices. With UNDP, a new project on Promoting Local Development, funded by the Grand Duchy of Luxembourg, aims to reduce poverty in Cabo Verde, addressing territorial disparities in access to basic services and economic opportunities whilst contributing to the consolidation of democracy.
To coherently implement these projects, and respond to the increase of the country portfolio, UN-Habitat has a Country Office in Praia, which provides managerial and technical support for projects across the country. The office is led by a Country Manager, who coordinates with Project Managers and the Regional Office for Africa (ROAf) in order to guarantee coherence amongst UN-Habitat activities, the United Nations Sustainable Development Cooperation Framework (UNSDCF) for the country, government priorities, as well as the NUA principles and the Agenda 2030. To support the implementation of the abovementioned projects, UN-Habitat is looking at strengthening the team with a programme management assistant to be based in Praia.

Task description

Human Resources Management
• Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Maintains and reviews organizational staffing tables.
Budget and Finance
• Support the monitoring of the status of expenditures and allotment records variations, and update budget tables.
• Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies.
• Reviews status of relevant expenditures and compares with approved budget.
• Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds.
• Assists in the preparation of budget performance submissions.
• Prepares statistical tables and standard financial reports.
General Administration
• Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of staff.
• Drafts routine correspondence.
• Maintains files of rules, regulations, administrative instructions and other related documentation.
• Maintains up-to-date work unit files (both paper and electronic).
• Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating administrative arrangements for seminars, conferences and translations.
• Provides support in payment process of contractors’ invoices and monitor payments.
Communication
• Support in communication processes (e.g., social media posts) associated with the conduction of UN-Habitat projects.
• Support and represent UN-Habitat in the UNCT communication working group.