Programme Management Assistant

vor 1 Woche

Genf, Genf, Schweiz United Nations Vollzeit
This position is located in the Office of the Secretary-General of United Nations Conference on Trade and Development (UNCTAD).

Responsibilities:

Within limits of delegated authority and under the overall supervision of the Director, Office of the Secretary-General, and the direct supervision of the Senior Staff Assistant, Office of the Secretary-General, the incumbent will be responsible for the following duties:

  • Provides assistance in support of planning and implementation activities/processes for, typically, a large and highly complex component of the departmental programme/project initiatives.
  • Research, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics.
  • Assists in the coordination of programme/project planning and preparation; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval.
  • Assists in the preparation and analysis of programme/project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
  • Assists in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite followup actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures.
  • Assists the Senior Staff Assistant for time management and scheduling of appointments and travel of the Secretary-General with appropriate consultation with the Director, Office of the Secretary-General, as required; takes full responsibility for liaising with the drivers' service; effectively prioritizes and resolves related conflicts and competing demands. Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the manager's attention and refers others to relevant officer for appropriate disposition; monitors and followsup on actions to be taken.
  • Liaises with other office support staff to establish priorities and deadlines, assigns work and reviews of outputs upon completion;
  • Assists in the organization of official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).
  • Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
  • Drafts correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.
  • Performs other duties as assigned.
Competencies

  • TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
  • 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
At least seven (7) years of experience in programme or project administration, technical cooperation or related area is required.

Experience in a front-office settings or with high-level ranking officials is desirable.

Experience working with ERP systems is desirable.


Experience providing administrative and logístical support to the preparation of physical or hybrid conferences or similar large type of events is desirable.

Experience using online conference management tools and SharePoint is desirable.

Experience processi

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