Programme Management Assistant

Organizational Context

This 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. OHCHR is the leading UN entity on human rights, with a mandate to promote and protect all human rights. The role supports the regional operations, reporting directly to the Regional Director, contributing to the broader human rights agenda in the region.

Job Purpose

The Programme Management Assistant plays a crucial role in supporting the planning, implementation, monitoring, and evaluation of complex departmental programmes and projects within the Regional Office for Europe and Central Asia. This position is instrumental in ensuring the efficient and effective execution of human rights initiatives by providing comprehensive administrative and programmatic assistance. Key contributions include aiding in budget proposal preparation and analysis, meticulous financial tracking, and accurate performance reporting. The incumbent coordinates various operational activities, from project document submission to liaison with diverse organizational units for implementation. The role ensures data integrity, facilitates communication, and contributes to the overall success of the office's mandate by maintaining organized records, drafting essential communications, and offering guidance to new staff, thereby streamlining programmatic operations.

Responsibilities

The Programme Management Assistant provides comprehensive support for the effective planning, implementation, monitoring, and evaluation of complex departmental programmes and projects. Responsibilities include assisting in programme planning and preparation, monitoring proposal status, and ensuring timely document submission. The role involves significant budget and financial administration, such as preparing and analyzing budget proposals, interpreting guidelines, coordinating submissions, and meticulously tracking expenditures and obligations to ensure fund availability and approvals. The incumbent contributes to programme monitoring and evaluation by categorizing, updating, and analyzing data, conducting status reviews, and preparing revised budget estimates. A crucial aspect is collaborating with managers on performance reporting, liaising with relevant parties on activity interpretation, and ensuring strict adherence to reporting requirements. The assistant drafts programme/project summaries, coordinates review and clearance processes, and serves as a central focal point for coordinating and expediting implementation activities. This involves extensive liaison with diverse organizational units to manage requests, prepare terms of reference, obtain clearances, and resolve issues related to personnel recruitment, travel, training, payments, and procurement. Additionally, the role entails preparing, maintaining, and updating electronic and paper files and internal databases, generating various reports, drafting correspondence related to programme administration, and providing guidance and training to new or junior staff, ensuring efficient and organized programme operations.

Work Experience

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

Skills

Professionalism: Knowledge of programme/project administration, budgeting, technical cooperation, and evaluation. Ability to research, analyze data, solve problems, and exercise good judgment. Demonstrates efficiency, persistence, and commitment to gender equality. Communication: Clear and effective oral and written communication, active listening, and ability to tailor messages and share information openly. Planning and Organizing: Skill in developing clear goals, prioritizing tasks, allocating resources, foreseeing risks, and managing time efficiently.

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