Programme Management Assistant

Contacts:

This position is located in the Programme Planning and Coordination Unit (PPCU) of the Division of Inclusive Social Development (DISD) in the Department of Economic and Social Affairs (DESA). The Programme Management Assistant reports to the Social Affairs Officer. The Division seeks to strengthen international cooperation for achieving social inclusion and the reduction of inequalities, by fostering effective policy impact and intensified global dialogue on social development issues , the Programme Management Assistant is responsible for the following:

  • Provides assistance in support of planning and implementation activities/processes for, divisional programme initiatives, including assistance in the production and delivery of communications products and services.
  • Prepares and follows up travel programmes, including the preparation of the quarterly travel forecast, using spreadsheets and relational databases, and coordinates the submission of the requisite travel documents. Maintains liaison with Administrative Assistants/Officers of DESA in this regard.
  • Assists in the coordination of programme planning and preparation; monitors status of programme proposals; takes necessary action to ensure documents are completed and submitted to relevant parties for approval.
  • Assists in the monitoring and evaluation of programmes; categorizes, updates, tracks and analyses data related to programmes implementation.
  • Coordinates official travel of Divisional staff members and travel related to implementation of intergovernmental, inter-agency and other official meetings supported by the Division. Ensure that travel entitlements are in conformity with UN Rules, Regulations and policies and refer discrepancies back to Certifying Officers for clarification and possible correction.
  • Assists focal point for coordination, monitoring and expedition of programme implementation activities, to coordinate the organization of expert group meetings, conferences, seminars, expert panels, workshops, special events and similar programme activities involving extensive liaison with a diverse organisational units to initiate requests; coordinate with diverse partners and the media to highlight and publicize key events; assists in the preparation of standard terms of reference against programme objectives, host country agreements, memoranda of understanding and or letters of agreement, and other documentation and correspondence, as required, process and follow-up on administrative actions and resolve issues related to implementation, and provides guidance to focal points of work units regarding procedural requirements and timelines for organizing meetings/sessions, travel of experts and other preparatory matters.
  • Prepares, maintains and updates files (electronic and paper) and internal databases related to travel expenditures of all budget types in connection to Divisional meetings and official travel activities; 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.
  • Assists in drafting correspondence and communications related to all aspects of programme management, as well as prepares contributions for a variety of periodic reports; researches a broad scope of information printed and electronic sources; and compiles and presents information for use in the preparation and production of communications products/services for external audiences.
  • Provides guidance and 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 management, implementation and evaluation, programming and budgeting. Knowledge of the functions and organization of the Division 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.

  • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
  • 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.

Education

High school diploma or equivalent is required. Work Experience

A minimum of seven years of experience in programme or project administration, technical cooperation or related area is required.

Experience in public communication, international broadcasting or related area would be 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 an advantage. Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

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