Programme Management Assistant
Organizational Context
The United Nations Human Settlements Programme (UN-Habitat) promotes sustainable towns and cities globally. Its Canada Office in Montreal focuses on partnerships, research, and policy engagement across North America, aligning with the 2026-2029 Strategic Plan. This role supports the administrative management of the Canada Office's operations, programs, and projects.
Job Purpose
This role supports the effective administrative management of the UN-Habitat Canada Office's operations, programs, and projects. The incumbent will coordinate program/project planning, monitor proposals, and compile data. Responsibilities include reviewing project documents and budgets for compliance, liaising with diverse units for administrative actions like recruitment and procurement, and tracking project delivery. The position also involves drafting correspondence, preparing reports, providing general office assistance, organizing meetings, and potentially training junior staff. The aim is to ensure smooth and efficient administrative operations supporting UN-Habitat's mission in Canada and North America.
Responsibilities
Assists in coordinating program and project planning, monitoring proposals, and ensuring documentation is complete for approval. Compiles and presents data on specific programs and projects. Reviews project documents, cost plans, and budgets for compliance with rules and procedures. Verifies fund availability and processes budget revisions. Acts as a liaison for administrative coordination of program and project activities, including personnel recruitment, travel, payments, and procurement. Compiles project delivery data, drafts status reports, and identifies shortfalls or budget overruns. Drafts budget-related correspondence and prepares reports, briefing notes, and summaries. Provides general office support, manages correspondence, maintains files, and organizes meetings. Offers guidance to junior staff and assists with data analysis and presentation for knowledge management and decision-making.
Work Experience
A minimum of five years of experience in program or project administration, technical cooperation, or a related area is required. This is reduced to three years for candidates with a university degree. Experience in coordinating and monitoring program/project activities and using ERP systems (preferably SAP) is required. Experience with the UN System or similar international organizations, organizing meetings, and data analytics is desirable.
Skills
Professionalism, teamwork, planning and organizing, data analysis, research, communication, attention to detail, and proficiency in ERP systems (e.g., SAP).