Programme Management Assistant

Vor 2 Tagen

Geneve, Schweiz United Nations Vollzeit

This position is located in Budget and Project Finance Section (BPFS) of the Programme Support Management Service (PSMS) in the United Nations Conference on Trade and Development (UNCTAD).

**Responsibilities**:
Under the supervision of the Budget and Finance Officer, the Programme Management Assistant is responsible for the following duties:

- Assists in the coordination of programme/project planning and preparation work for UNCTAD initiatives; 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, accounting and reporting system such as Umoja.
- Creates Umoja Earmarked Fund documents and Shopping Cart in Umoja SRM, prepares files for transmission to UNOG /FRMS for approval; answers queries concerning attached supporting documents and obtains complementary information.
- Prepares draft Field Purchase Authorization documents to UNDP Country Offices and/or UNDP/NY for divisional field procurement requests, seeks approval of Chief of BPFS and sends facsimiles to field offices including filing and follows up with Project Officers, as required.
- 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 follow-up on administrative actions, e.g. recruitment and appointment of personnel, 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 and financial reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
- Drafts correspondence on budget-related issues and prepares and updates periodic financial reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
- Provides guidance/training to new/junior staff.
- In coordination with the planning, monitoring and analysis team, generates various statistics and reports in the areas of assignments by using various databases/software and Umoja Business Intelligence (BI) and ECC.
- 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.
- CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education
High school diploma or equivalent.

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

Experience with finance module of ERPs, such as Umoja is desirable.

Experience in preparing spreadsheets, financial reports and reconciling accounts payable and receivables 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 French is desirable.

Assessment

Special Notice

United Nations Considerations

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

Applicants are urged to follow carefully all instructions available in the

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