Programme Management Assistant
Responsibilities
- Provides
assistance in support of planning and implementation activities/processes
for, typically, a large and highly complex component of the departmental
programme/project initiatives.
- 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.
- 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 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.
- Collaborates
with Task Managers on performance reporting; liaises with relevant parties
on the interpretation of the activities/services scheduled in the
programme/project budget 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
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, travel arrangements, organisation of and participation in
training/study tours, authorization of payments, disbursement of funds,
procurement of equipment and services.
- 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.
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. 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.
Education
- A
high school diploma or equivalent is required.
Work Experience
- A
minimum of seven (7) years of experience in programme or project
administration, technical cooperation or related area is required.
- Work
experience within the UN system or other regional or international
organizations is desirable.
- Experience
in the monitoring and evaluation of programmes/projects is desirable.
- Experience
in Enterprise Resource Platform (ERP) system is desirable.
How to Apply
