Programme Management Assistant

The Programme Management Assistant supports the coordination and administrative management of medium-size and complex programme/project components within the Office of the High Commissioner for Human Rights. The role involves monitoring project proposals, budget reviews, administrative coordination, data compilation, reporting, and providing general office assistance.

Responsibilities

• Assists in the coordination of programme/project planning and preparation work for medium-size and complex components of departmental programme/project initiatives.
• Monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
• Compiles, summarizes, and presents basic information/data on specific programmes/projects and related topics or issues.
• Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.
• Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
• Serves 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, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services.
• Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
• Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks such as maintaining attendance records and assessing telephone billing.
• Provides guidance/training to new/junior staff.
• Performs other duties as assigned.

Requirements

• High school diploma or equivalent.
• A minimum of five (5) years of experience in programme or project administration, technical cooperation or related area is required.
• The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher.
• At least 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.
• English is required at UN Level III for reading, writing, listening, and speaking.
• German is desirable at UN Level II for reading, writing, listening, and speaking.

Skills

• Programme Administration
• Project Administration
• Technical Cooperation
• Enterprise Resource Planning
• Umoja
• Budget Review
• Data Compilation
• Reporting
• Administrative Coordination

Languages

English, German