Programme Management Assistant
Job Opening ID: 224310
Job Network : Economic, Social and Development
Job Family : Programme Management
Category and Level : General Service and Related Categories, G-6
Duty Station : NEW YORK
Department/Office : Department of Political Affairs and Peace-building
Date Posted : Jan 10, 2024
Deadline : Feb 8, 2024
Org. Setting and Reporting
This position is located in the Mediation Support Unit (MSU) of the Policy and Mediation Division of the Department of Political and Peacebuilding Affairs (PMD/DPPA). MSU serves as a system-wide resource that assists the mediation and dialogue initiatives of the UN and provides technical and operational support of mediation and dialogue processes, capacity-building, and mediation guidance, lessons learned and comparative analysis. The Unit manages the Standby Team of Senior Mediation Advisers (SBT) which is a mechanism composed of world-leading mediation experts who can be rapidly dispatched to provide advice on a wide range of issues that tend to arise in mediation and preventive diplomacy efforts. The Programme Assistant will report to the Chief of the Mediation Support and Gender, Peace and Security Units and to the Team Leader of the Mediation Support Unit.
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 of operational activities carried out by MSU, including the Standby Team of Senior Mediation Advisers (SBT) mechanism.
•Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics.
•Assists in the coordination of project planning and preparation of MSU’s operational activities with implementing partners and relevant offices at headquarters and in the field; 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 MSU’s extra-budgetary (XB) projects and the SBT, supports 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 the SBT and XB 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 and consultants, 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 guidance and training to new/junior staff.
•Performs other duties as assigned.
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 identify and resolve a range of issues/problems and 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.
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& 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.
High school diploma or equivalent is required.
Job – Specific Qualification
A minimum of seven years of progressively responsible experience in programme or project management or related area is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher.
Experience in the use of office software packages (e.g. MS Word, Excel, PowerPoint) is required.
Experience in using integrated information management systems such as Enterprise Resource Planning (ERP) system, document management systems and recruitment platforms is required.
Experience in organizing workshop and training activities, including high-level meetings is required.
Experience in the application of Rules and Regulations in an international organization is desirable.
Experience with monitoring and evaluation systems for project performance is desirable.
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.