Programme Management Assistant

The Programme Management Assistant supports planning and implementation activities for complex departmental programme/project initiatives. The role involves research, coordination, budget preparation, monitoring and evaluation, reporting, and administrative support within the Office of the High Commissioner for Human Rights in Vienna.

Responsibilities

• Provides assistance in support of planning and implementation activities/processes for a large and highly complex component of departmental programme/project initiatives.
• 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 requisite information is included and justified; proposes adjustments as necessary; prepares reports and ensures outputs/services are properly categorized.
• Assists in monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects; carries out periodic status reviews, identifies issues and initiates 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.
• Collaborates with programme/project managers on performance reporting; liaises with relevant parties on interpretation of activities/services scheduled in planning instruments; provides assistance on reporting requirements, guidelines, rules and procedures; ensures completeness and accuracy of data submitted.
• Drafts programme/project summaries, coordinates review and clearance process, and coordinates with editor, translation services on finalization and publication of reports in multiple languages.
• Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, prepare terms of reference, obtain clearances, process administrative actions and resolve issues related to project implementation.
• Prepares, maintains and updates files and internal databases; designs and generates periodic and ad hoc reports, statistical tables, graphic content, and other background materials to facilitate inspection and reviews.
• Drafts correspondence and communications related to all aspects of programme/project administration, including work plans and budgets, revisions and related issues; prepares unit contributions for periodic reports.
• Provides guidance and training to new/junior staff.
• Performs other duties as assigned.

Requirements

• High school diploma or equivalent.
• A minimum of seven (7) years of experience in programme or project administration, technical cooperation or related area is required.
• The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher.
• A minimum of one (1) year of experience in data analytics or related area is desirable.
• A minimum of one (1) year of experience within the United Nations common system or similar international organization is desirable.
• Experience working on Enterprise Resource Planning (ERP) systems such as Umoja is desirable.

Skills

• Programme Administration
• Project Administration
• Technical Cooperation
• Data Analytics
• United Nations Experience
• Enterprise Resource Planning
• Umoja
• Planning and Implementation
• Budget Preparation
• Monitoring and Evaluation
• Reporting
• Administrative Support

Languages

English