Programme Management Assistant

Organizational Context

The Economic Commission for Africa (ECA) delivers ideas and actions for an empowered Africa, guided by the 2030 Agenda and Agenda 2063. Its strategic directions focus on knowledge, policy, financing, regional challenges, and global advocacy. This role is within the Sub Regional Office for Southern Africa (SRO-SA) in Lusaka, Zambia, providing administrative and programme support to the Chief Inclusive Industrialization Section.

Job Purpose

The Programme Management Assistant provides essential administrative and programme support to the Chief Inclusive Industrialization Section within the ECA's Sub Regional Office for Southern Africa. This role is crucial for coordinating programme and project planning, ensuring compliance with procedures, and facilitating the smooth implementation of initiatives. The incumbent compiles and presents data, reviews project documents and budgets, and acts as a focal point for administrative actions such as recruitment, travel, payments, and procurement. The position contributes significantly to monitoring project delivery, identifying shortfalls, and preparing various reports and correspondence. By managing administrative tasks, providing guidance to junior staff, and assisting with data analysis and visualization, the role ensures efficient operational support, enabling the section to achieve its strategic objectives for an empowered and transformed Africa.

Responsibilities

The Programme Management Assistant coordinates programme and project planning, monitoring proposals, and ensuring documentation compliance for departmental initiatives. This involves compiling and presenting basic programme data, reviewing project documents, particularly cost plans and budgets, for completeness and adherence to rules, and distributing approved documents to relevant parties. The role manages budget revisions, verifies fund availability, and ensures necessary approvals and entry into the computerized budget system. Key administrative coordination duties include extensive liaison with various organizational units to initiate requests, obtain clearances, and process actions such as personnel recruitment, travel arrangements, training, payment authorizations, fund disbursements, and procurement of equipment and services. The assistant compiles and enters project delivery data, drafts related status reports, identifies shortfalls or budget overruns, and brings these to management's attention. Further responsibilities include drafting correspondence on budget-related issues, preparing and updating periodic reports, briefing notes, graphic and statistical summaries, and accounting spreadsheets. General office assistance involves responding to complex information requests, managing incoming correspondence, setting up and maintaining files, organizing meetings and workshops, and handling routine administrative tasks like attendance records and minutes. The incumbent also provides guidance to new staff and assists with data collection, analysis, presentation, and updating information materials such as web pages or brochures.

Work Experience

Five years of experience in programme or project administration, technical cooperation, or a related area is required. This requirement is reduced to three years for candidates holding a first-level university degree or higher. Experience within the United Nations system or similar international organizations is an advantage. Additionally, one year or more of experience in data analytics or a related area is desirable.

Skills

Professionalism: Knowledge of programme/project administration, budgeting, technical cooperation, and evaluation. Ability to work with figures, conduct basic research, gather information, apply good judgment, and perform data analysis, modeling, and interpretation. Communication: Clear and effective speaking and writing, active listening, appropriate responses, clarifying questions, tailoring language, and openness in sharing information. Planning & Organizing: Developing clear goals, identifying priorities, adjusting as needed, allocating resources, foreseeing risks, monitoring plans, and efficient time management.

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