Programme Management Assistant
vor 2 Monaten
This position is located in the Coordination, Information and Communication Unit (CICU) in Special Procedures Branch (SPB), Thematic Engagement, Special Procedures and Right to Development Division (TESPRDD) within the United Nations Office of the High Commissioner for Human Rights (OHCHR) in Geneva. The Incumbent will work under the general supervision of the Chief of the SPB, and the direct supervision of the CICU Coordinator.
**Responsibilities**:
Within the limits of delegated authority and depending on location, the Programme Management Assistant may 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.
- Researches, 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 development and maintenance of database systems, acts as a focal point to receive and address technical issues related to the use of databases, builds user feedback reports and discusses regularly with technical as well as professional staff in order to provide appropriate solutions, assists in further improvements of database systems including by preparations of new terms of work based on user feedback on database systems and by developing new analytical tools, participates actively in the exercise to visualize the content requirements of future database developments in coordination with IT, actively participates in testing of releases of database development modules and compiles such results, assures quality control/accuracies keeping close coordination with technical and professional staff. Provides regular training to staff on ways to use database systems appropriately.
- 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 a diverse organisational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain 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/study tours, 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.
- Provides guidance and training to new/junior staff.
- Performs other duties as assigned.
Competencies
- 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.
- CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of
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