Programme Management Assistant

Org. Setting and Reporting

This position is located in the Office of the Assistant Secretary-General for Middle East, Asia and the Pacific in the Departments of Political and Peacebuilding Affairs and Peace Operations (OASG-MEAP/DPPA-DPO)

Responsibilities

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

• Assists in the coordination of programme/project planning and preparation work for OASG MEAP; 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 units 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.
• 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.
• Performs other duties as assigned.

Education

• High school diploma or equivalent is required.

Work Experience

• At least four years of experience in programme or project administration, technical cooperation or related area is required. Experience working for Senior Officials within the UN Secretariat, the UN Common System or other international organizations is required. Experience using administrative software (Microsoft Office suite of products) and project management tools (Unite Docs, UMOJA and iNeed) is required.

Languages

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

Source: https://careers.un.org/jobSearchDescription/247075?language=en