Programme Management Assistant

vor 3 Wochen

Geneve, Schweiz United Nations Vollzeit

This position is located in the Transboundary Cooperation Section of the Environment Division in the United Nations Economic Commission for Europe (UNECE), based in Geneva, Switzerland. The incumbent will support the projects in Eastern Europe, the Caucasus and Central Asia under the Convention on the Protection and Use of Transboundary Watercourses and International Lakes (Water Convention).

The broad aim of UNECE's environment activities is to safeguard the environment and human health, and to promote sustainable development in line with the 2030 Agenda.

**Responsibilities**:
Under the general supervision of the P5, Chief, Transboundary Cooperation Section, Environment Division, the guidance of the P4, Secretary to the Convention on the Protection and Use of Transboundary Watercourses and International Lakes (Water Convention), and the direct supervision of the P4, Programme Manager of the National Policy Dialogue Programme, the incumbent will be responsible for the following duties:

- Assists in the coordination of programme/project planning for extrabudgetary projects, and preparation work for, typically, a medium-size and complex component of the departmental programme/project 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 system.
- Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with 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 reports, identifying shortfalls in delivery, budget overruns, etc., and brings them to the attention of management.
- Drafts correspondence; interacts with focal points, partners and stakeholders on organizational matters
- Reviews correspondence for accuracy.
- Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
- Prepares updates of webpages.
- 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 secretarial, administrative and logistics support to meetings outside and inside Geneva, including via videoconferences; Undertakes necessary actions prior meetings, including circulating meeting invitations, registration materials & accompanying documents.
- Prepares and follows-up procedures for financial and visa support of participants for meetings, prepares and/or processes related administrative requests (travel requests, expenditure authorizations) and maintains comprehensive records on use of funds; coordinates shipment arrangements, courier services, etc.
- Coordinates with other sections (Conference services; IT helpdesk) for meeting room arrangements and equipment, prepares lists of participants.
- 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 is required.

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

Out of these, two (2) years o

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