Programme Management Assistant

Vor 4 Tagen

Schweiz United Nations Vollzeit

This position is located in the Population Unit of the Statistical Division of the United Nations Economic Commission for Europe (UNECE) based in Geneva, Switzerland. The incumbent works under the direct supervision of the P5, Chief of Unit, and the overall supervision of the D1, Chief of Service, Statistical Division.

**Responsibilities**:
Under the supervision of the P5 Chief of Unit, and within the delegated authority, the incumbent:

- Organizes and services online and in-person meetings including preparation of official documents, processing travel for meeting participants and making visa and security arrangements.
- Arranges Human Resources actions required for the recruitment of consultants and contractors, processes payments and prepares consultant travel as required.
- Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/projects 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 follow-up 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.
- Collaborates with programme/project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled in the PB and various planning instruments such as the medium-term plan and internal work plans; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
- Drafts programme/project summaries, coordinates review and clearance process, and coordinates with editor, translation services, etc. on finalization and publication of report multiple languages.
- Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtains necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training, authorization of payments, disbursement of funds, procurement of equipment and services, 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.
- Designs and prepares layout of publications and official documents, coordinates review and clearance process, liaising with different UN services as required.
- Creates and manages the content of the Population Unit webpages, contact and project databases, liaising with content providers as required.
- Supports the Division’s Administrative Assistant as needed.
- 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 two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

PLANNING AND 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 plan

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