Programme Management Specialist (Strategic Coordination And Planning)

Deadline: 6 June 2024

Duty station: New York, United States of America

Functional responsibilities

UN Futures Lab Network.

The UN Futures Lab isa 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 thatsupports teams, provides frameworks, and builds capacity to help shape the moreresilient and anticipatory United Nations the world needs.

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

The Programme Management Specialist (Strategic Coordinationand Planning) will be under the overall supervision of the Head of the GlobalHub of the UN Futures Lab Network and will work closely with the StrategicPlanning and Monitoring Unit (SPMU) within the Executive Office of theSecretary-General. The primary focus will be on supporting the Secretariats ofhigh-level decision-making mechanisms, particularly the Executive Committee(EC)/Deputies Committee (DC) and the Senior Management Group (SMG). TheseSecretariats facilitate relevant meetings by defining agendas, preparingdocuments, coordinating cross-pillar engagement, communicating decisions, andsystematically tracking their implementation while integrating futures andforesight into decision-making to navigate uncertainties and anticipate futuretrends.

Inaddition to supporting these core functions, the Specialist will play a keyrole in ongoing research, information management, monitoring, and analysis ofagenda items and decisions. This will involve the development and maintenanceof robust reporting systems within SharePoint and other Microsoft 365 tools.Furthermore, the Specialist will contribute to fostering strategic foresight byassisting with research and consultations on a broad range of trends shapingthe work of the UN System. The role ensures comprehensive support forsenior-level fora, promotes inter-departmental collaboration, and facilitatesinformed decision-making backed by data-driven insights, focusing on thetransition from short-term reactions to long-term sustainable choices.

The incumbent of this position will be apersonnel of UNOPS under its full responsibility and will be responsible forthe 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.

SUCCESSCRITERIA

Thedesired 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.

3. Monitoring and Progress Controls

Tomanage the collaboration, work planning and monitoring of implementation willtake place via Microsoft Teams as well as physical presence at UN Headquarters.The specialist is expected to collaborate closely with colleagues in EOSG, andthe wider UN Secretariat, in delivering this project.

Thisapproach will ensure that strategic coordination and planning efforts alignwith the long-term vision and goals of the UN Futures Lab Network.

Education/Experience/Language requirements

*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY*

a. 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.

b. WorkExperience
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 experienceisoptional. 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.

c. Languages

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