Programme Management Assistant

Organizational Context

This role is within the Performance and Analytics Section (PAS) of the Office of the Under-Secretary-General in the Department of Operational Support (DOS). The Programme Management Assistant will report to the Programme Management Officer, focusing on the development of DOS budget documents and supporting departmental planning and execution.

Job Purpose

The Programme Management Assistant will support the coordination of budget programme and project planning within the Performance and Analytics Section (PAS). This includes monitoring proposals through the budget approval process, assisting in the preparation and analysis of budget documents, and ensuring compliance with guidelines. The role involves tracking project data, preparing reports, and facilitating financial authorizations. Additionally, the assistant will support senior leadership compacts and performance reporting, act as a focal point for financial expenditure coordination, and maintain administrative records and databases. The position requires extensive liaison with various organizational units to ensure smooth project implementation and administrative processes.

Responsibilities

Coordinate budget programme/project planning and preparation for the department. Monitor programme/project proposals through the budget approval process, managing departmental responses and ensuring timely submission. Assist in preparing and analyzing budget proposals, interpreting guidelines, and reviewing submissions for completeness and justification. Prepare documentation for budget committee sessions and coordinate responses to queries. Monitor and evaluate programmes/projects using the Strategic Management Application (SMA), tracking data, identifying issues, and initiating follow-up actions. Prepare revised budget estimates, report on revisions, expenditures, and obligations, and verify fund availability. Assist in developing senior leadership compacts and performance reporting, liaising on commitments and ensuring data accuracy. Serve as a focal point for coordinating and expediting programme/project financial expenditure, liaising with organizational units to process administrative actions and resolve implementation issues. Maintain files and databases, generate reports, and draft correspondence related to programme administration, work plans, and budgets.

Work Experience

A minimum of seven years of progressive experience in programme or project administration, general administration, or a related field is required. This is reduced to five years for candidates with a first-level university degree. Experience in budget performance development and monitoring, and overseeing office finances is essential. Experience in a front office or executive management support setting within the UN or a similar international organization is desirable.

Skills

Professionalism, Communication, Planning and Organizing, Programme/Project Administration, Budgeting, Data Analysis, Reporting, Interpersonal Skills, Attention to Detail.

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