Programme Management Assistant

Organizational Context

This Programme Management Assistant position is situated within the Regional Office for Europe and Central Asia, part of the Global Operations Division (GLO) of the Office of the High Commissioner for Human Rights (OHCHR) in Vienna. The role directly reports to the Regional Director, contributing to the regional mandate of human rights promotion and protection.

Job Purpose

The Programme Management Assistant supports the Regional Office for Europe and Central Asia in Vienna, within the Global Operations Division of OHCHR. The primary purpose of this role is to provide comprehensive administrative and programmatic support for the planning, preparation, and implementation of departmental programme/project initiatives. This involves assisting in coordination, monitoring project proposals, and ensuring compliance with rules and procedures. The assistant reviews project documents and budgets, verifies fund availability, and manages administrative coordination for activities such as recruitment, travel, training, payments, and procurement. The role contributes significantly to efficient project delivery by compiling data, drafting status reports, and identifying potential shortfalls or budget overruns. Furthermore, the assistant provides essential general office support, handling correspondence, maintaining records, organizing events, and offering guidance to junior staff, thereby ensuring the smooth and effective operation of the office's human rights mandate.

Responsibilities

The Programme Management Assistant is responsible for assisting in the coordination of programme and project planning and preparation, particularly for medium-sized and complex initiatives. This includes monitoring the status of proposals and ensuring all relevant documentation is received for review and approval. The role involves compiling, summarizing, and presenting essential information and data on specific programmes and projects. A key duty is reviewing project documents, especially cost plans and budgets, to ensure completeness and compliance with established rules and procedures before submission for approval, and identifying any inconsistencies. The assistant also reviews budget revisions, verifies fund availability, and ensures proper approval and entry into the computerized budget system. Furthermore, the incumbent serves as a focal point for administrative coordination of project implementation, liaising extensively with various organizational units to process actions such as personnel recruitment, travel arrangements, training, payment authorizations, fund disbursements, and procurement of equipment and services. Responsibilities also include compiling and entering data on project delivery, drafting status reports, highlighting shortfalls or budget overruns, and preparing correspondence on budget-related matters. The assistant updates periodic reports, briefing notes, and statistical summaries, and provides general office assistance, handling inquiries, correspondence, file maintenance, meeting organization, and routine administrative tasks. Guidance and training for new or junior staff are also part of the role.

Work Experience

A minimum of five years of experience in programme or project administration, technical cooperation, or a related field is required. This requirement is reduced to three years for candidates holding a first-level university degree or higher. Desirable experience includes at least one year within the United Nations common system or a similar international organization, and familiarity with Enterprise Resource Planning (ERP) systems like Umoja.

Skills

Key skills include: Professionalism, encompassing knowledge of programme/project administration, technical cooperation, budgeting, data analysis, and sound judgment. Communication, involving clear and effective speaking, writing, active listening, and tailoring messages. Planning and Organizing, demonstrated through goal setting, priority management, efficient resource allocation, risk assessment, and effective time management.

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