Programme Management Assistant

Org. Setting and Reporting

• This position is located in the Debt Management and Financial Analysis Programme (DMFAS), in the Debt and Development Finance Branch (DDFB), Division on Global Development Strategies (DGDS), in the United Nations Conference on Trade and Development (UNCTAD).

Responsibilities

Under the direct supervision of the Programme Officer of the DMFAS Programme and the overall supervision of the Chief of the DMFAS Programme, the incumbent will perform the following duties:

• Assists in the coordination of programme planning and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; monitors status of programme 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, 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 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 to the attention of management.
• Drafts correspondence, prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc. Assists in the preparation of presentation materials using appropriate technology/software.
• 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 guidance/training to new/junior staff.
• Participates in the preparation and support of the biennial Debt Management Conference and other workshops/meetings organized by the DMFAS Programme.
• Performs other duties as assigned.

Education

• High school diploma or equivalent.

Work Experience

• At least 5 years of experience in programme or project administration, technical cooperation or related area is required. Three years of experience within the UN system is desirable. Experience in the creation and maintenance of databases in MS Excel and/or Access (or other similar software) 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 an advantage.

Source: https://careers.un.org/jobSearchDescription/239282?language=en