Programme Management Assistant at UN-Habitat

Responsibilities

Project Management:

• Provide assistance in support of planning and implementation activities/processes of the programme.
• Research, compile, analyze, summarize, and present basic information/data on specific programmes/project and related topics.
• Assist in the coordination of project planning and preparation; monitors status of project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval.
• Focal point for coordination of program implementation activities, involving extensive liaison with different units on follow ups, and backstop country office when need be.

Financial and Budgetary:

• Review project documents for completeness and compliance with relevant rules and procedures and identify inconsistencies prior submission for final approval.
• Prepare budget revisions verify funds availability; and ensures necessary approval and entry in Enterprise Resource Planning (ERP)/Umoja system. Compile, summarize and enter data on project delivery, identify shortfalls in delivery, deviations, budget overruns, and bring it to the attention of management.

General Administration:

• Review submissions of programme requests ensuring that requisite information is included, obtain necessary clearances, process and follow-up on all administrative actions related to project implementation, e.g., recruitment, travel arrangements, organization of workshops, payments, procurement.
• Prepare, maintain, and update filing systems; generate periodic and ad hoc reports, statistical tables, graphic content and other background materials to facilitate inspection and reviews.
• Provide assistance to the country team on reporting requirements and ensure completeness and accuracy of data submitted.
• Maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
• 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.
• Perform other relevant duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, technical cooperation, human resources, finance and budgeting. 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.
• 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.
• 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 shortcomings.

Education

• Completion high school diploma or equivalent is required.

Job - Specific Qualification

• Supplementary courses or training in Business Administration, economics, finance or other related field is required.

Work Experience

• A minimum of five (5) years of progressive work experience in programme or project administration, technical cooperation, human resources, finance and budget 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.
• Working experience with the UN system or other international organization is desirable.
• Experience working with the Enterprise Resource Planning (ERP) system, preferably Systems Applications and Products (SAP), is desirable.
• A minimum of one (1) year or more of experience in data analytics or related area is desirable.
• Experience with contract administration or support operations is desirable. Experience with procurement and accounting methodologies system is desirable.