Programme Management Assistant

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Description

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Org. Setting and Reporting

These positions are located in the Operations and Advocacy Division (OAD), Office for the Coordination of Humanitarian Affairs (OCHA). OCHA is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions. This job opening is being advertised for Programme Management Assistant (3 positions) located in New York in the Operations and Advocacy Division of the Office for Coordination of Humanitarian Affairs. The incumbent will report to a Section Chief under the overall supervision of the Deputy Director.

Responsibilities

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

• Assists in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the 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/project 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 a diverse organizational unit to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, 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, 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, assessing telephone billing, etc.
• Provides guidance/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 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) years for candidates who possess a first-level university degree or higher. Experience in data analytics or related area is desirable. Experience working for senior managers in the UN Common System or with a similar international organization is desirable. Experience using an Enterprise Resource Planning (ERP) system such as Umoja, including for travel arrangements and time administration, is desirable. Experience working with MS Office/ applications, including Outlook, Excel, Word, PowerPoint, and Teams, is desirable.

Languages

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

Source: https://careers.un.org/jobSearchDescription/241519?language=en

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