Programme Management Assistant (Temporary Job Opening)

The Programme Management Assistant supports the Director in coordinating and implementing major programme and project initiatives within the Division on Technology and Logistics. Responsibilities include administrative support, budget preparation and monitoring, liaison with stakeholders, and assistance in programme/project evaluation and reporting.

Responsibilities

• Provides assistance to the Director in the coordination and support of planning and implementation activities/processes for the Division’s major programme/project initiatives.
• Researches, compiles, analyses, summarizes, and presents basic information and data on specific programmes/project and related topics, as required by the Director.
• Assists in the overall administration of the Office of the Director, manages priorities and workflow; monitors status of programme/project proposals; takes necessary action to ensure that project documents are completed, reviewed for quality control, and submitted for the Director’s approval.
• Provides front office assistance, organizes meetings, visits and calls; monitors Director’s calendar; prepare files with the necessary information for the Director prior to missions or meetings; organizes travel arrangements for the Director.
• 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 that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
• Assists in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite 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 the interpretation of the activities/services scheduled in the Programme Budget (PB) and various planning instruments such as the medium-term plan and internal work plans; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
• Drafts programme/project summaries, coordinates review and clearance process, and coordinates with editor, translation services, etc. on finalization and publication of report multiple languages.
• Serves as a communications link between the Director of the Division and senior officials, internally and externally, and provides support during high-level meetings involving protocol.
• Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, etc.
• Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
• Drafts correspondence and communications related to all aspects of programme/project administration for the Director, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports on front office.
• Provides guidance and training to new/junior staff.
• Performs other duties as assigned.

Requirements

• High school diploma or equivalent is required.
• A minimum of seven (7) years of progressive responsible 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.
• Experience supporting a senior official in administrative servicing conferences or high-level meetings, including scheduling and travel arrangements in an international organization is required.
• Five years of experience within the UN System or an international organizations is desirable.
• Experience with Enterprise Resource Planning (ERP) software is desirable.
• Experience supporting technical cooperation projects is desirable.

Skills

• Programme Administration
• Project Administration
• Technical Cooperation
• Conference Administration
• Meeting Scheduling
• Travel Arrangements
• Budget Preparation
• Budget Monitoring
• Stakeholder Liaison
• Programme Evaluation
• Project Reporting
• Enterprise Resource Planning
• UN System Experience

Languages

English, French, Arabic, Chinese (Mandarin), Russian, Spanish