Programme Management Assistant, G6 at UN-Habitat

Responsibilities

• Provides assistance in support of planning and implementation activities/processes for, typically, a large and highly complex component of the departmental programme/project initiatives. 
• Researches/compiles data and other information required by the Programme Management Officer(s) in the review and analysis of relevant budget proposals;
• Consolidates data and provides support to Programme Management Officer(s) with respect to budget and expenditures review relevant intergovernmental and expert bodies and donors.
• 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.
• Supports the Programme Management Officer(s) extracting information and generating expenditures, donor income, and other relevant grants/project reports from computerized information system databases such as Umoja.
• Assists 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. Assists in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions;
• carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; 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.
• Assists in preliminary analysis of the extracted information and the reports generated, and highlights areas of concern for the attention of the Programme Management Officer(s).
• Drafts programme/project summaries, coordinates review and clearance process, and coordinates with editor, translation services, etc. on finalization and publication of report 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.
• Assists the Programme Management Officer(s) in the issuance of Grant budget/allotment.
• 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 administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, relocation, promotion, performance appraisal, job classification reviews, separation, training, ensuring consistency in the application of regulations and procedures.
• Provides guidance and training to new/junior staff.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.Performs other duties as assigned.

Competencies
PROFESSIONALISM: 

• Knowledge of financial rules, regulations, and budgetary processes. 
• Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management.
• Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations.
• The ability to perform analysis, modeling 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.  

TEAMWORK:

• Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team short comings.  

PLANNING AND 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.
Work Experience

• A minimum of seven (7) years of experience in programme or project administration, technical cooperation or related area is required.
• The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.    
• Experience in project management administration within the United Nations common system or similar international organizations is desirable.    
• Experience in using Enterprise Resource Planning (ERP) system, preferably Systems Applications and Products (SAP) is desirable.    
• One (1) year or more of experience in data analytics or related area is desirable.