Management and Programme Analysis Assistant

Org. Setting and Reporting

This position is located in the Office of the Director of the Business Transformation and Accountability Division (BTAD) of the Department of Management Strategy, Policy and Compliance (DMSPC). The incumbent reports to the Special Assistant. The focus of this job is to support the work of the Division. For more information, please visit https://www.un.org/management/content/our-offices.

Responsibilities

Within limits of delegated authority and depending on location, the Programme Assistant may be responsible for the following duties:

• Provides assistance in support of planning and implementation activities/processes as related to business transformation and accountability activities.
• Provides administrative support to relevant meetings.Researches, compiles, analyses, summarizes, and presents basic information/data on business transformation and accountability activities.
• 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 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 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, 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, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, 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, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.
• Provides input into the preparation of allotments, including redeployment of funds when necessary and monitors budget implementation/expenditures; Recommends reallocation of funds as necessary.
• Prepares requisitions for goods and services using correct objects of expenditure are charged and ensuring funds are available.
• Provides guidance and training to new/junior staff.
• 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 duties as assigned.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of seven years of experience in administration, programme or project administration, or related area is required. The minimum years of relevant experience is reduced to five for candidates who possess a first-level university degree or higher. One year or more of experience in researching, compiling, and analyzing large data sets in Microsoft Excel, Power BI, or similar; or in preparing visualization dashboards is required. Experience with the Budgeting Module of an Enterprise Resource Planning system is desirable. Experience working with the systems and procedures related to the financial and human resources management framework of the United Nations or other similar organizations is desirable. At least one year of experience with administration of project/programme, such as planning, allocation of funds, and coordination of claims settlement is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Source: https://careers.un.org/jobSearchDescription/238522?language=en