Programme Management Assistant
Organizational Context
This position is within the Office of the Director of the Division on Technology and Logistics at the United Nations Conference on Trade and Development (UNCTAD) in Geneva. The Programme Management Assistant reports directly to the Director, providing crucial support for the division's strategic initiatives and administrative operations.
Job Purpose
The Programme Management Assistant provides essential support to the Director in coordinating and implementing major programme and project initiatives for the Division on Technology and Logistics. This role involves researching and analyzing data, managing the Director's office administration, and overseeing project document workflows to ensure quality and timely submission. The position also facilitates communication between the Director and senior officials, supports high-level meetings, and manages administrative aspects of project implementation, including budgets, travel, and payments. The assistant plays a key role in maintaining project documentation, preparing reports, and ensuring smooth operational execution of the division's objectives.
Responsibilities
The Programme Management Assistant supports the Director in planning and implementing division-wide programmes and projects. Key duties include researching and analyzing programme/project data, managing the Director's office administration, and ensuring project documents are completed and approved. The role involves front office assistance, scheduling, travel arrangements, and managing the Director's calendar. Budgetary support includes preparing and analyzing proposals, interpreting guidelines, and monitoring expenditures. The assistant also monitors and evaluates programmes/projects, tracks data, and initiates follow-up actions. Collaboration with programme managers on performance reporting, liaising on programme budget interpretations, and drafting project summaries are essential. The position serves as a communication link for the Director, supports high-level meetings, and acts as a focal point for coordinating project implementation activities. Maintaining files, databases, and generating reports, along with drafting correspondence and providing guidance to junior staff, are also core responsibilities.
Work Experience
A minimum of seven years of progressive experience in programme or project administration, technical cooperation, or a related field is required. This can be reduced to five years with a first-level university degree. Experience supporting senior officials with administrative servicing, conference support, and travel arrangements in an international organization is mandatory. Experience within the UN System or other international organizations, ERP software, and technical cooperation projects are desirable.
Skills
Professionalism, Teamwork, Planning & Organizing, research and data analysis, administrative support, budget management, communication, and report generation.