Programme Management Assistant

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    3 months ago
  • Category:
    Project Management
  • Deadline:
    08/02/2024

JOB DESCRIPTION

Job Opening
Job Opening ID: 226033
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 Peace Operations
Date Posted : Jan 26, 2024
Deadline : Feb 8, 2024

Org. Setting and Reporting
The position is located in the United Nations Department of Peace Operations (DPO), Division of Policy, Evaluation and Training (DPET), Integrated Training Service (ITS) which houses the UN Light Coordination Mechanism (LCM). The incumbent will report to the LCM Team Leader (Programme Management Officer).

The DPET is mandated to develop and disseminate the policy and doctrine guiding the work of Peacekeeping Operations. In addition, the division has the responsibility to evaluate, at the request of the heads of the departments, how those policies are being applied, gather lessons learned and best practices, and use that information to guide the development, coordination and delivery of standardized training, so as to complete the learning cycle. ITS specifically supports the mandate of DPET through the design, development and delivery of training. The LCM’s mandate is to facilitate bilateral and multilateral partnerships between Troop-and Police contributing countries (T/PCCs) and Member States to provide training and capacity-building support including technical, financial, logistical (infrastructure) and equipment to address short-and medium-term needs and to help T/PCCS build sustainable national systems.
Responsibilities
Within limits of delegated authority, the Programme Assistant may be responsible for the following duties:

Human Resources and Administration
• 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; proposes 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 programmes/projects, e.g. 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
• Processes recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• 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.

Project Management
• Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics.
• Assists in the coordination of programme/project planning and preparation; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval.
• Collaborates with programme/project managers on performance reporting; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
• Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, including for the LCM Online System and the LCM-facilitated Mobile Training Team Roster, 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,
• Prepares, maintains and updates files (electronic and paper) and internal databases such as media monitoring; 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.
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 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Creativity: Actively seeks to improve programmes or services. Offers new and different options to solve problems or meet client needs. Promotes and persuades others to consider new ideas. Takes calculated risks on new and unusual ideas; thinks “outside the box.” Takes an interest in new ideas and new ways of doing things. Is not bound by current thinking or traditional approaches.
Technological awareness: Keeps abreast of available technology. Understands applicability and limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.
Education
High school diploma or equivalent is required.
Job – Specific Qualification
Not available.
Work Experience
Work experience within the United Nations system or similar international organization is required.

A minimum of seven years of progressively responsible experience in administration (finance/budget and human resources) is required. The minimum years of relevant experience is reduced to five for candidates who possess a first-level university degree or higher.

Knowledge of UN financial rules and regulations, manuals, procedures and conventions is required.

Experience in and certification for Travel Administrator, Requisitioning and Global Index Requestor is desired.

Experience in coordinating with UN field missions, UN Member States, vendors and/or consultants is desired.

Experience with arranging administrative support for complex workshops, meetings, and/or conferences is desired.

Experience with developing and managing databases is desired.
Languages
English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage

This job has expired.