Programme Management Assistant

Org. Setting and Reporting

This position is located in the Western Africa Division of the Departments of Political and Peacebuilding Affairs and Peace Operations (DPPA/DPO). The Programme Management Assistant reports directly to the Deputy Director for West Africa and the Sahel (political, non-mission and regional work and special political mission backstopping). The Division, which covers Benin, Burkina Faso, Cabo Verde, Côte d’Ivoire, The Gambia, Ghana, Guinea, Guinea-Bissau, Liberia, Mali, Niger, Nigeria, Senegal, Sierra Leone and Togo, is tasked with monitoring and reporting on major developments in the countries under its purview, and recommending actions for addressing the related challenges, risks and threats.

Responsibilities

Within limits of delegated authority, the Programme Management Assistant will be responsible for the following duties:

• Assists in the monitoring of international developments on subjects/areas assigned and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; monitors status of programme and receipt of relevant documentation for review and approval.
• Compiles working documents, summarizes, and presents briefing material/notes/talking points/personal profiles and other correspondence on specific subjects/areas and related topics or issues.
• Maintains contact across DPPA Units, Special Political Missions, UN Agencies and coordinate extensively with service units at UNHQ and in the field.
• Reviews working documents for completeness prior to submission for final approval and signature; identifies inconsistencies; distributes working documents to relevant parties upon approval.
• Verifies availability of funds; ensures necessary approval, processing in the computerized system.
• Serves as the Division’s focal point for extra-budgetary matters and for administrative coordination of programme activities, involving extensive liaison within DPPA and with the Executive Office to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, and brings to the attention of management.
• Drafts routine correspondence, and processes incoming and outgoing correspondence submitted by the unit to the ASG, OUSG and EOSG as appropriate.
• 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, assessing telephone billing, etc.
• Provides guidance/training to new/junior staff.
• Performs other duties as assigned.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of five years of experience in programme or project administration, technical cooperation or a related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher. Experience using project management tools (e.g. UMOJA, Unite Docs, Ineed, NOVA) is required. Experience providing support to high-level officials is desirable. Experience providing support to field operations is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required. Fluency of French is required. Knowledge of another official United Nations language is an advantage.

Source: https://careers.un.org/jobSearchDescription/239399?language=en