Exciting Opportunity: Programme Management Assistant Vacancy Available at UN for September 2024
Exciting Opportunity: Programme Management Assistant Vacancy Available at UN for September 2024
- Deadline: Job Opening ID: 243785
- 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 : Office for the Coordination of Humanitarian Affairs
- Deadline : Sep 25, 2024
About UN
The United Nations is seeking a Programme Management Assistant to play a pivotal role in supporting the planning, implementation, and monitoring of various initiatives aimed at promoting international peace, security, and development. This position involves collaborating with diverse stakeholders, managing project documentation, and ensuring compliance with UN policies and procedures. The ideal candidate will possess strong organizational and communication skills, along with a commitment to the UN’s mission of fostering sustainable development and addressing global challenges. By joining this dynamic team, the Programme Management Assistant will contribute to impactful programs that aim to transform lives and empower communities around the world.
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Organizational Setting and Reporting
The position is located in the Operations and Advocacy Division (OAD), Office for the Coordination of Humanitarian Affairs (OCHA). OCHA is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA’s mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies, advocate the rights of people in need, promote preparedness and prevention, and facilitate sustainable solutions. This temporary job opening is being advertised for Programme Management Assistant located in New York in the Operations and Advocacy Division of the Office for Coordination of Humanitarian Affairs. The incumbent will report to a Section Chief under the overall supervision of the Deputy Director.
Responsibilities
- Within limits of delegated authority and depending on location, the program management assistant may be responsible for the following duties:
- Assists in the coordination of program/project planning and preparation work for, typically, a medium-size and complex component of the departmental program/project initiatives; monitors the status of program/project proposals and receipt of relevant documentation for review and approval.
- Compiles, summarizes, and presents basic information/data on specific programs/projects and related topics or issues.
- Reviews project documents, especially cost plans/budgets, for completeness and compliance and planning, 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 a focal point for administrative coordination of program/project implementation activities, involving extensive liaison with a diverse organizational unit to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, the computerized 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.
- Assists with the collection and analysis of data as well as and the preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision-making.
- Assists with visualizations and updating information material such as web pages or brochures.
- Performs other duties as assigned.
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Competencies
- PROFESSIONALISM: Knowledge of internal policies, processes, and procedures generally and in particular those related to program/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.
- Able to perform analysis, modeling, and interpretation of data in support of decision-making.
- 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 decisions, 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 an 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.
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Education
- High school diploma or equivalent is required.
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Work Experience
- A minimum of five (5) years of experience in programme or project administration, technical cooperation or related area is required.
- The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher.
- Experience in data analytics or related area is desirable.
- Experience working for senior managers in the UN Common System or with a similar international organization is desirable.
- Experience using an Enterprise Resource Planning (ERP) system such as Umoja, including for travel arrangements and time administration, is desirable. Experience working with MS Office applications, including Outlook, Excel, Word, PowerPoint, and Teams, is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.
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