Programme Management Assistant

Organizational Context

The DESA Office in Rome, Italy, operates as an extra-budgetary unit within the UN Department of Economic and Social Affairs (UN DESA). It provides advisory and operational support for human resources development in international cooperation. The office specifically focuses on promoting young professionals' participation in development activities and managing the application, assessment, and selection processes for Junior Professional Officers.

Job Purpose

The Programme Management Assistant supports the planning, implementation, and daily operations of complex departmental initiatives, notably the Italian JPO Programme and other human resources capacity development efforts. This involves coordinating with donors, UN offices, international organizations, and programme participants. The role requires researching, analyzing, and summarizing program-related data, including job descriptions and participant information. The assistant will also help manage programme planning, monitor progress, and ensure timely submission of documents. A key function is assisting with budget proposals, monitoring expenditures, and preparing reports on financial status. The position facilitates effective programme execution by liaising with various stakeholders, processing HR and administrative actions, and resolving implementation issues.

Responsibilities

The Programme Management Assistant provides crucial support for planning and implementing departmental initiatives, such as the Italian JPO Programme, ensuring coordination among diverse stakeholders. Key duties include researching, analyzing, and presenting program data; assisting with programme planning, monitoring, and document submission; and reviewing budget proposals and HR cost estimates. The role involves monitoring and evaluating projects, tracking financial data, and reporting on expenditures. The assistant will collaborate with programme managers and HR counterparts on performance reporting and liaise with parties on reporting requirements. Responsibilities also include drafting programme summaries, acting as a focal point for implementation activities, managing files and databases, and generating reports. Additionally, the assistant will draft correspondence, provide guidance to junior staff, and assist with data collection and presentation for knowledge management and decision-making.

Work Experience

A minimum of seven years of relevant experience in programme management for human resources development, particularly within young talent programmes, is required. Proficiency with Microsoft Excel, SharePoint, and PowerPoint is essential. Experience in external relations with donor governments, working with the UN or international organizations in inter-agency coordination, and familiarity with databases and integrated information management systems are desirable.

Skills

Professionalism, Planning & Organizing, Accountability, data analysis, research, communication, coordination, administrative support, HR processes, budgeting, reporting, database management, Microsoft Office Suite (Excel, SharePoint, PowerPoint).

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