Programme Management Assistant

Vor 3 Tagen

Geneve, Schweiz United Nations Vollzeit

This position is located in the Humanitarian Leadership Strengthening Section (HLSS), Operations and Advocacy Division (OAD), Office for the Coordination of Humanitarian Affairs (OCHA), Geneva, Switzerland. OCHA is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.

The Programme Management Assistant reports to the HLSS Chief of Section.

**Responsibilities**:
Within limits of delegated authority and depending on location, the Programme Management Assistant may be responsible for the following duties:

- Support and advises the HLSS Chief of Section 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.
- Monitors budgetary commitments in the section’s cost plan and reviews the work programme and budget by conducting regular reviews, ensuring that financial resources are utilized to implement activities in accordance with the Programme Budget and allotments issued; prepares budget estimates; supports preparation of reports for auditing purposes, budget and processes expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures.
- Lead with the Chief of Section timely the recruitment process and deployment of the Senior Humanitarian Coordinators in collaboration with internal Human Resources Section and UN Human Resources partners implementing recruitment; liaising with UN agencies and NGOs; liaising with Country Office the deployment of Senior Official; acts as resource person for training/briefing administrative staff in country office for incoming staff handling support at country level; liaises with Human Resources implementing partners the support throughout assignment and end of assignment; ensures work is proceeding according to established plans and rules and all parts involved are in informed on the processes and documents are up-to-date.
- Serves as focal point for coordination, monitoring and support for implementation of programme/project implementation activities, involving extensive liaison with internal partners and partners at the UN secretarial level 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, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
- Prepares, maintains and updates files (electronic and paper) and Salesforce database; support the section administrating and maintaining the section’s Salesforce database; generating a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate decision-making of Senior Management to ensure appropriate resource allocations 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, including distribution and review of work assignments and inputs to performance evaluation.
- 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.

Education
High school diploma or equivalent is required.

Job - Specific Qualification
Supplementary training/education in accounting or project management/administration is desirable.

Work Experience
Seven (7) years of progressively experience in programme or project administration, technical cooperation or related area is required.

Experience with recru

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