Programme Management Assistant at Department for General Assembly and Conference Management – DCS Nairobi

Responsibilities

Provides assistance in support of planning and programming assignments of interpreters both regular and temporary staff considering all programming and AIIC requirements for assignment of language personnel including sign-language interpreters.

• In liaison with the Programming Officer, analyzes hiring needs, taking into account all programming requirements including applicable workload standards and capacity utilization.
• Proposes the draft daily assignment list for approval by the Chief of Section, taking into account established plans and subsequent updates; Makes the necessary adjustments in the event of a change of schedule or the absence of an interpreter, often within limited timeframes.
• Consults with the Planning and Coordination Section to confirm interpretation needs for conferences, meetings and missions.
• Is responsible for ensuring the overall completeness of the availability lists for permanent interpreters (annual leave and other periods of absence) and for temporary interpreters.
• Ensures that the full draft programme with AM/PM assignments is shared with all in-house interpretation staff on weekly basis.
• Based on established needs, makes formal offers of work assignments to freelance interpreters, collaborating with administrative support colleagues for related freelance recruitment formalities.
• Ensures that all details of assignments that impact utilization of Interpretation Service reporting are accurately recorded in the e-APG system.

Prepares statistical reports, verifying any perceived anomalies and updating as necessary based on other known data; liaises with the relevant Services in the Division on productivity figures, interpreter-days, Service assignments, freelance time and attendance data, and related matters.

• Based on knowledge of interpretation programming, makes recommendations for improvements to the design and delivery of interpretation programming functions, and to the maintenance and enhanced development of the interpretation programming system with the aim to leverage technology.
• Generate detailed reports on cancellations and the cost impact, as required.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Support staff and freelancers with administrative actions relating to travel, financial actions and leave, making use of ERP systems such as UMOJA, and other working tools.
• Regularly monitors all forms of correspondence received, takes action, redistributes or escalates matters as appropriate; Drafts routine correspondence as required.
• Maintains up-to-date work unit files and data tables (both paper and electronic).
• Performs other related administrative duties relating to the day-to-day functioning of the service, as required.
• May be called upon to replace other staff in the section in their absence.
• Maintaining and updating the Global Language Roster (GLR) for UNON/Division of Conference Services/Interpretation Section front-desk.
• Performs other duties as may be required.

Competencies

• PROFESSIONALISM: Knowledge of internal policies, processes, and procedures generally and in particular those related to programme of work management.
• Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units.
• Ability to identify, independently assess, formulate recommendations and/or resolve a wide range of issues/problems, undertake research, and gather information from standard sources and to work well with figures including ability to analyze and understand financial data.
• Ability to design information data bases from multiple sources into an integrated programme evaluation system.
• Ability to direct, supervise and train office support staff. Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness, and ability to deal proactively and tactfully with offices throughout the organization. The ability to perform analysis, modelling, and interpretation of data in support of decision-making. Shows pride in work and in achievements;
• Demonstrates professional competence and mastery of subject matter; Is conscientious and efficient in meeting commitments, observing deadlines, and achieving results;
• Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; Remains calm in stressful situations.
• Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• 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 & ORGANIZATION: 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

• Completion of secondary education/ high school diploma is required. Supplementary training in project/programme management, business administration, finance, statistics or related field is required.

Work Experience

• A minimum of 5 years of progressive work experience in programme/project management, administrative services, conference services, finance, human resources or related area is required.
• The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher. Knowledge of Microsoft Office applications and Enterprise Resource Planning (ERP) Systems is required.
• Two years' experience in processes and procedures related to travel, meetings or administrative services is desirable.
• 1 year or more of experience in data analytics or related area is desirable.