Programme Management Assistant

The Programme Management Assistant will provide administrative, programme and operational support to the UNCAP Programme and related projects. The role involves assisting with programme planning and implementation, training coordination, budget monitoring, documentation, reporting, data management and logistical arrangements.

The successful candidate will work closely with programme managers, instructors, subject-matter experts, facilitators and various organisational units to support the effective delivery and monitoring of programme activities.

Key Duties and Responsibilities
The Programme Management Assistant will:

Provide support for the planning and implementation of UNCAP programmes and project initiatives, including course preparation, delivery, closure and coordination with instructors, subject-matter experts and facilitators.
Manage the timely submission and review of programme documents and ensure necessary approvals and entries into computerized systems.
Maintain controlled updates to lesson plans, learner guides, presentations, assessments and supporting resources.
Research, compile, analyse, summarise and present basic information and data relating to UNCAP programmes, projects, courses, learning outcomes, course-control reviews, feedback, risks and lessons learned.
Assist with programme planning and preparation and monitor the status of programme and project proposals.
Follow up to ensure project documents are completed and submitted to relevant parties for approval.
Support curriculum reviews, learning-outcome alignment and standardisation of course materials.
Assist in preparing and analysing programme budget proposals.
Review and coordinate programme proposals and budget estimates, ensuring that required information is complete and properly justified.
Propose budget adjustments where necessary and prepare relevant reports.
Ensure programme outputs and services are properly categorised.
Assist in monitoring and evaluating programmes and projects.
Categorise, update, track and analyse programme and project data, including accounting records, outputs, resources used, deviations and revisions.
Assess programme needs, evaluate costs and conduct periodic status reviews.
Identify issues and initiate appropriate follow-up actions.
Prepare revised budget estimates and reports on budget revisions, expenditures and obligations.
Verify the availability of funds and ensure required approvals and entries are completed in computerized budget systems.
Initiate financial authorisations for expenditures and prepare reports explaining the use of funds.
Collaborate with programme managers on performance reporting.
Liaise with relevant stakeholders on programme activities and schedules.
Provide assistance on reporting requirements, guidelines, rules and procedures while ensuring the completeness and accuracy of submitted data.
Serve as a focal point for coordinating, monitoring and expediting programme implementation activities.
Liaise with diverse organisational units to initiate requests, prepare standard terms of reference, obtain clearances, process administrative actions and resolve implementation issues.
Support administrative arrangements related to travel, training, payment authorisations, disbursement of funds and procurement of equipment and services.
Prepare, maintain and update electronic and paper files and internal databases.
Design and generate periodic and ad hoc reports, statistical tables, graphics and background materials to support inspections and reviews.
Draft correspondence and communications relating to programme administration, work plans, budgets, revisions and other programme matters.
Prepare unit contributions to periodic reports.
Update and maintain key programme information.
Coordinate logistical and administrative support for Programme and UNCAP-related training visits to the RSCE and other client missions.
Assist in supervising support staff as required.
Qualifications and Experience
Education
A High School Diploma or equivalent is required.
Job-Specific Qualification
A technical or vocational qualification in ICT, Training, Logistics or another related field is desirable.

Work Experience
At least seven (7) years of progressively responsible work experience in programme management, administration or a related area is required.
The required experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.
Experience collaborating with partners on operational support issues within or with an international organisation or a similar environment is required.
Proficiency in the Microsoft Office Suite and Power BI is desirable.
Language Requirements
English and French are the working languages of the United Nations Secretariat.

For this position:

English: Required
French: Desirable
The required proficiency levels are determined according to the United Nations Language Framework.

Competencies
Professionalism
Knowledge of policies, processes and procedures related to programme and project administration, implementation and evaluation, technical cooperation, programming and budgeting.
Understanding of the functions and organisation of the work unit and the roles of related organisational units.
Ability to identify and resolve a range of issues and problems.
Ability to work effectively with figures, conduct basic research and gather information from standard sources.
Demonstrated ability to exercise sound judgement when carrying out assigned responsibilities.
Demonstrates professional competence and mastery of the subject matter.
Shows commitment to meeting deadlines and achieving results.
Demonstrates persistence when dealing with difficult problems or challenges.
Remains calm in stressful situations.
Takes responsibility for incorporating gender perspectives and promoting the equal participation of women and men in all areas of work.
Teamwork
Works collaboratively with colleagues to achieve organisational goals.
Values the ideas and expertise of others and actively seeks their input.
Demonstrates willingness to learn from colleagues.
Prioritises team objectives over personal interests.
Supports and acts in accordance with agreed group decisions.
Shares credit for team achievements and accepts joint responsibility for team shortcomings.
Planning and Organising
Develops clear goals that are consistent with agreed strategies.
Identifies priority activities and assignments.
Adjusts priorities when necessary.
Allocates appropriate time and resources to complete assignments.
Anticipates risks and makes appropriate contingency plans.
Monitors and adjusts plans and actions as necessary.
Uses time and resources efficiently.
 
How to apply:

Submit your application online