Programme Management Assistant tjo temporary

vor 1 Woche

Genf, Genf, Schweiz United Nations Vollzeit

This post is located in the Inter-Agency Support Branch (IASB), Coordination Division of the United Nations Office for the Coordination of Humanitarian Affairs in Geneva.

OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies.

OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention, and facilitate sustainable solutions.


The Programme Assistant reports to the Project Manager, ProCap/GenCap and the Deputy Head of IASC's Peer-to-Peer project in the Inter-Agency Support Branch Coordination Division, Coordination Division of the United Nations Office for the Coordination of Humanitarian Affairs in Geneva.


Responsibilities:

Within limits of delegated authority, the Programme Assistant will be responsible for the following duties:

  • Assists in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives, including inter-agency support missions comprising of senior UN agency and NGO personnel; high-level meetings; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
  • Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues.
  • Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.
  • Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
  • Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and followup on administrative actions, e.g. recruitment and appointment of personnel and senior consultants, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
  • Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
  • Drafts correspondence on budgetrelated issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
  • Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
  • Provides guidance/training to new/junior staff.
  • Performs other duties as assigned.
Competencies

  • Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having twoway communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
  • Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Education
High school diploma or equivalent.

Work Experience

A minimum of five (5) years of experience in programme or project administration, technical cooperation or related area is required.

Experience in using an Enterprise Resource Planning (ERP) such as Umoja is required.

Experience with the UN Common System (or with similar international organization) in budget preparation, monitoring, and reporting is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is desirable.

Assessment

Special Notice

  • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
  • Retirees above the mandatory age of separation who wish to be considered for th

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