Programme Management Assistant (Fixed Term Limited)

The Programme Management Assistant supports planning, coordination and implementation of HR programme activities within a large and complex HR operations environment. The role involves data analysis, reporting, coordination of non-staff personnel management, and assisting with recruitment and staffing processes.

Responsibilities

• Provides assistance in support of planning, coordination and implementation of HR programme activities within a large and highly complex HR operations.
• Researches, compiles, analyses, summarizes, and presents HR and programme-related data, including workforce statistics, staffing trends, and implementation status reports, identifying issues and supporting follow-up actions.
• Assists in the coordination of programme/project planning and preparation, including monitoring the status of proposals and ensuring timely submission of required documentation for review and approval.
• Assists in the management of non-staff personnel, including monitoring of contracts, extensions, entitlements, and compliance with UN rules and regulations.
• Assists in the monitoring and evaluation of programmes programme and HR activities by tracking implementation progress, expenditures, outputs, and deviations, and preparing periodic status and performance reports.
• Collaborates with programme/project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled in the 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 focal point for coordination and follow-up of HR and programme implementation activities, liaising with diverse organizational units to obtain clearances and resolve issues related to recruitment, staffing, travel, procurement, and payments.
• 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 HR programme to support interagency coordination with UNON, UNDP, UNOPS, and other partners on HR-related matters and initiatives.
• Supports data analysis and the preparation of presentations, statistical tables, dashboards, infographics, and other visual representations to support reporting.
• Provides guidance and supports recruitment and staffing processes for staff and non-staff personnel.
• Assists 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.
• Assists with visualizations and updating information material such as web pages or brochures.
• Performs other related duties as assigned.

Requirements

• Completion of High school diploma or equivalent is required.
• Supplementary training in administration, project management or other relevant field is desirable.
• A minimum of seven (7) years of work experience in human resources, programme /project administration, administrative services, or a related area, within which a minimum of three (3) years supporting non-staff recruitment and administration is required.
• The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree.
• At least two (2) years of work experience preparing HR/workforce reports through the collection, validation, analysis and presentation of personnel data, including information on non-staff personnel, recruitment activities, expenditures, implementation progress or performance indicators, is required.
• Experience working with an Enterprise Resource Planning (ERP) system, such as Umoja, SAP, or an equivalent system, in the context of HR or administrative operations is required.
• Experience in the application of human resources policies, procedures, regulations and rules in the United Nations system or similar international organization is desirable.
• Experience working with PeopleSoft-based human resources or recruitment applications, including Inspira or an equivalent system, is desirable.
• At least one (1) year of experience in data analytics or a related field is desirable.
• English language proficiency at UN Level II in reading, writing, listening and speaking is required.

Skills

• Human Resources Administration
• Programme Management
• Project Administration
• Non-staff Recruitment
• HR Data Management
• Workforce Reporting
• Personnel Data Validation
• Enterprise Resource Planning
• Umoja
• SAP
• HR Policies and Procedures
• United Nations HR Regulations
• PeopleSoft
• Inspira
• Recruitment Administration
• Data Analytics

Languages

English