Programme Assistant, DECI/SEC (Temporary), G5

The Programme Assistant supports programme/project planning, coordination, and administrative activities within the Sector and Enterprise Competitiveness Section of ITC. The role involves monitoring project proposals, budget reviews, administrative coordination, data compilation, and providing general office assistance under supervision.

Responsibilities

• Assist in the coordination of programme/project planning and preparation work for medium-size and complex departmental programme/project initiatives.
• Monitor status of programme/project proposals and receipt of relevant documentation for review and approval.
• Compile, summarize, and present basic information/data on specific programmes/projects and related topics or issues.
• Review project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identify inconsistencies; distribute project documents to relevant parties upon approval.
• Review budget revisions; verify availability of funds; ensure necessary approval and entry in computerized budget system.
• Serve as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions such as recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services.
• Compile, summarize and enter data on project delivery; draft related status reports, identifying shortfalls in delivery, budget overruns, etc., and bring to the attention of management.
• Draft correspondence on budget-related issues and prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Provide general office assistance; respond to complex information requests and inquiries; review, log and route incoming correspondence; set up and maintain files/records; organize meetings, workshops; handle routine administrative tasks such as maintaining attendance records, assessing telephone billing, etc.
• Provide guidance/training to new/junior staff.
• Assist 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.
• Assist with visualizations and updating information material such as web pages or brochures.
• Perform other duties as assigned.

Requirements

• High school diploma or equivalent.
• Five years (3 years with a university degree) of experience in programme or project administration, technical cooperation or related area is required.
• Experience in the UN common system is desirable.
• Experience using an ERP system is desirable.
• English language proficiency at UN Level III in reading, writing, listening, and speaking is required.
• French language proficiency at UN Level I in reading, writing, listening, and speaking is desirable.

Skills

• Programme Administration
• Project Administration
• Technical Cooperation
• ERP Systems
• Budget Review
• Project Coordination
• Data Compilation
• Office Support

Languages

English, French