Programme Management Assistant

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    2 months ago
  • Category:
    Administration, Project Management
  • Deadline:
    08/01/2024

JOB DESCRIPTION

Job Opening
Job Opening ID: 224400
Job Network : Economic, Social and Development
Job Family : Programme Management
Category and Level : General Service and Related Categories, G-5
Duty Station : NEW YORK
Department/Office : Department of Economic and Social Affairs
Date Posted : Dec 26, 2023
Deadline : Jan 8, 2024

Org. Setting and Reporting
This position is located in the 2030 Agenda for Sustainable Development Sub-Fund Management Unit of the Capacity Development Programme Management Office (CDPMO), Department of Economic and Social Affairs (DESA). CDPMO supports the Under-Secretary-General and DESA’s divisions in the implementation of the Department’s capacity development approach and promotes coherence as well as integrated delivery of the Department’s capacity development activities. The incumbent will report to the Programme Management Officer.
Further information is available at ttps://www.un.org/development/desa/cdpmo/
Responsibilities
Under the direct supervision of the Programme Management Officer and the overall guidance of the Senior Programme Management Officer, within limits of delegated authority, the Programme Management Assistant is 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. Drafts correspondence and communications related to all aspects of programme/project administration, and prepares project unit’s contributions for periodic reports.
• 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.
• Prepares, maintains and updates files (electronic and paper) and internal databases.
• Serves as focal point for administrative coordination of programme implementation activities, involving extensive liaison with 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.
• Provides guidance/training to new/junior staff.
• Performs other duties as assigned.
Competencies
• PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

• COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

• TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

• PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Education
High school diploma or equivalent is required.
Job – Specific Qualification
Passing the Administrative Assessment Support Test (ASAT) in English at Headquarters ECA, ESCWA, UNOG, UNOV, ICTR or ICTY or the Global General Service Test (GGST) for recruitment consideration in the General Service Category in the United Nations Secretariat is required. The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.

Training in business, programme and/or project management is desirable.

Work Experience
A minimum of six (6) years of experience in programme or project administration, technical cooperation or related area is required.

Experience in the planning and organization of international meetings, conferences and workshops, including travel arrangements, is desirable.

Work Experience with the Enterprise Resource Planning (EPR) system, such as SAP/UMOJA, is desirable.

Experience in administrative and financial policies and regulatory frameworks and proceedings with international organizations 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.

This job has expired.