Programme Management Assistant

vor 1 Tag

Geneve, Schweiz United Nations Vollzeit

This position is located in the eTrade Initiatives Section of the E-commerce and Digital Economy Branch of the Division on Technology and Logistics in UNCTAD. The incumbent will also support the Head of the Branch. S/he will report to the Chief of Section and will receive the overall guidance of the Head of the Branch.

**Responsibilities**:
Within limits of delegated authority the Programme Assistant will be responsible for the following duties:

- Provides assistance in support of planning and implementation activities/processes for Branch-wide activities, eCommerce Weeks, the eTrade for all and the eTrade for Women Initiativess.
- Performs, under mínimal supervision, the full range of office management and administrative support functions; including preparing for consultancy contracts, travel of meeting participants, procurement, correspondence, etc.
- 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 preparation and analysis of programme/project budget proposals; prepares reports and ensures that outputs/services are properly categorized.
- 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 reports and communication products, including for the web, in 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 management, including official invitations, 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
- 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 & 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
Seven years of experience in programme or project administration, technical cooperation or related area is required.

Experience working in front-office settings is desirable.

Experience preparing and handling communications with high level senior officials within and outside of the UN in line with appropriate protocol is desirable.

Experience coordinating activities and organizing events with external partners is desirable.

At least five years of experience acquired in the United Nations System is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, f

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