Programme Management Specialist

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Description

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UN Futures Lab Network.

The UN Futures Lab is a network that empowers the UN System and beyond to use strategic foresight in planning, policy- and decision-making. It is driven by an interagency Global Hub that supports teams, provides frameworks, and builds capacity to help shape the more resilient and anticipatory United Nations the world needs.

The UN Futures Lab builds on already existing structures and initiatives through partnerships with UN entities and multistakeholder actors (civil society, academia, the private sector, and Member States) at global, regional and national level. To support decision makers for planning and action, the Global Hub of the UN Futures Lab Network is looking for a Programme Management Specialist to provide strategic coordination and planning support promoting a sustained emphasis on long-term vision in policymaking and programming.

The Programme Management Specialist (Strategic Coordination and Planning) will be under the overall supervision of the Head of the Global Hub of the UN Futures Lab Network and will work closely with the Strategic Planning and Monitoring Unit (SPMU) within the Executive Office of the Secretary-General. The primary focus will be on supporting the Secretariats of high-level decision-making mechanisms, particularly the Executive Committee (EC)/Deputies Committee (DC) and the Senior Management Group (SMG). These Secretariats facilitate relevant meetings by defining agendas, preparing documents, coordinating cross-pillar engagement, communicating decisions, and systematically tracking their implementation while integrating futures and foresight into decision-making to navigate uncertainties and anticipate future trends.

In addition to supporting these core functions, the Specialist will play a key role in ongoing research, information management, monitoring, and analysis of agenda items and decisions. This will involve the development and maintenance of robust reporting systems within SharePoint and other Microsoft 365 tools. Furthermore, the Specialist will contribute to fostering strategic foresight by assisting with research and consultations on a broad range of trends shaping the work of the UN System. The role ensures comprehensive support for senior-level fora, promotes inter-departmental collaboration, and facilitates informed decision-making backed by data-driven insights, focusing on the transition from short-term reactions to long-term sustainable choices.

The incumbent of this position will be a personnel of UNOPS under its full responsibility and will be responsible for the following:

• Support the Secretariats Coordinator in coordinating and organizing meetings, ensuring seamless logistics and preparation of all necessary materials, including briefing notes, concept notes, background papers, summaries, and talking points.
• Facilitate effective coordination and preparation with diverse stakeholders, including external guests, departments, offices, field missions, and other entities participating in the Executive Committee/Deputies Committee and Senior Management Group meetings.
• Provide comprehensive logistical and administrative support, including maintaining and updating files/records, managing internal and external communications, and ensuring smooth operations for the Secretariats.
• Establish and manage robust data collection, analysis, and reporting mechanisms, utilizing SharePoint and other Microsoft 365 applications to track agenda items and decisions across senior-level fora, in close collaboration with relevant focal points.
• Proactively identify trends and opportunities for process improvement within the decision-making mechanisms and provide strategic recommendations to enhance efficiency and effectiveness. Conduct survey initiatives as needed.
• Conduct in-depth research on agenda items, analyse information from diverse sources, and synthesize findings to support informed decision-making by senior leadership.
• Prepare regular progress reports, monitoring documents, and other relevant materials to support ongoing evaluation and review processes.

DELIVERABLES

The main deliverables may include:

• Briefing notes, concept notes, background papers, summaries, and talking points for high-level meetings;
• Comprehensive logistical support for meetings and effective coordination with stakeholders;
• Progress reports on research and analysis on relevant trends and activities;
• Well-structured databases and tracking tools for agenda items and decisions;
• Survey initiatives, as required.

SUCCESS CRITERIA

The desired outcomes of the above-mentioned deliverables are:

• Timely and quality implementation of the timeline and production of all deliverables;
• Excellent relations with focal points; interactions well prepared and conducted successfully;
• Regular and timely monitoring and reporting of activities;
• Positive feedback received from stakeholders.

Monitoring and Progress Controls

• To manage the collaboration, work planning and monitoring of implementation will take place via Microsoft Teams as well as physical presence at UN Headquarters. The specialist is expected to collaborate closely with colleagues in EOSG, and the wider UN Secretariat, in delivering this project.
• This approach will ensure that strategic coordination and planning efforts align with the long-term vision and goals of the UN Futures Lab Network.

Education/Experience/Language requirements

*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY*

Education

• Advanced university degree (Master’s degree or equivalent) preferably in information management, statistics, public administration, political science, international relations, international development or other related social sciences.
• A first-level university degree (Bachelor’s degree or equivalent) in combination with two years of additional qualifying experience may be accepted in lieu of an advanced university degree.

Work Experience

Required

• A minimum of five (5) years of progressively responsible experience in providing strategic support to research and analysis, information management, coordination, communications, or similar is required;
• Demonstrated proficiency in Microsoft 365 knowledge management technologies (e.g. SharePoint, Forms, Excel, etc.) is required;
• Experience in working with high-level stakeholders and decision-making mechanisms as well as meeting management and coordination is required;
• Desirable (the following experience is optional. Candidates who do not have it are welcome to apply)
• Previous experience with the United Nations and/or other multilateral, bilateral organizations and international civil society development or humanitarian partners is considered an asset;
• Experience in drafting various communications materials and related documents is desired.

Languages

• Fluency in English (write, read, speak) is required.
• Knowledge of another official United Nations language is an asset.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=28206

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