Programme Management Assistant
Organizational Context
This Programme Management Assistant position is within the Department of Political and Peacebuilding Affairs (DPPA), Security Council Affairs Division (SCAD), specifically in the Security Council Practices and Charter Research Branch (SCPCRB). The role reports to the Chief of Branch, providing essential administrative and programmatic support for the branch's activities and the Trust Fund for the Updating of the Repertoire of the Practice of the Security Council.
Job Purpose
The Programme Management Assistant provides crucial support for the Security Council Practices and Charter Research Branch's operations, focusing on administrative tasks such as budget management, recruitment, and procurement. The role involves researching, analyzing, and summarizing information related to the Security Council's work and supporting the planning, implementation, and monitoring of activities funded by the Trust Fund. This includes managing proposals, coordinating documentation, tracking expenditures, and liaising with various units to ensure smooth project execution. The assistant also maintains records, generates reports, and drafts correspondence, contributing to the efficient functioning of the subprogramme and supporting senior staff in their duties.
Responsibilities
Provide administrative assistance for the Branch's activities, including budget, recruitment, and procurement. Research, compile, analyze, and present data and documentation on Security Council programmes and projects. Support the planning and implementation of activities for the Trust Fund, managing proposals and ensuring document completion. Assist in preparing and analyzing annual Trust Fund Cost Plans, interpreting budget guidelines, and reviewing submissions. Monitor and evaluate Trust Fund projects, tracking data, identifying issues, and preparing budget revisions and expenditure reports. Collaborate with programme managers on performance reporting and liaise with stakeholders on activity interpretation. Draft programme/project summaries and coordinate their clearance. Act as a focal point for coordinating and expediting project implementation, resolving administrative issues. Maintain files and databases, generating reports and background materials. Draft correspondence related to programme administration and prepare unit contributions for reports. Provide guidance and training to junior staff.
Work Experience
A minimum of seven years of experience in programme or project administration, technical cooperation, or a related field is required. This is reduced to five years for candidates with a first-level university degree or higher. Experience in database management, data analysis, reporting (including Excel and Power BI), supporting UN budgetary and procurement processes, and project planning/monitoring is essential. Familiarity with UMOJA and UN administrative policies is also required. Website maintenance experience is desirable.
Skills
Planning and Organizing, Teamwork, Technological Awareness, Database Management, Data Analysis and Reporting (Excel, Power BI), Professionalism, Research Skills, Analytical Skills, Drafting Skills, Budgetary and Procurement Support, Project Planning and Monitoring, Website Maintenance (desirable).