Senior Programme Management Assistant at UN-Habitat

Responsibilities

• Independently provides full range of programme/project management and implementation assistance at all phases of the programme/project cycle for, typically, a large and highly complex component of the departmental programme/project initiatives, seeking guidance only in exceptional circumstances.
• Prepares periodic budget revisions and ensures appropriate resource allocations; reconciles accounts with amended budget; evaluates trends of financial implementation and makes necessary recommendations to line manager. Research, compiles, analyses, summarizes, and presents basic information/data on wide range of programmes/projects and related topics, highlighting noteworthy issues/trends for consideration by appropriate parties.
• Tracks resolutions and other legislative decisions that affect programme/project content and oversees the preparation of the relevant database(s) to ensure the incorporation of programmatic and other changes enacted by legislation.
• Reviews, appraises and revises, as necessary, all submissions for substantive programmes/projects, ensuring compliance with guidelines and programme/project objectives; identifies problems/issues, seek clarification from departments, assess replies, and prepares a summary for the manager with suggestions for further action. Works with funding agencies in arranging financing modalities; obtains requisite clearances; ensures establishment of proper monitoring systems through scheduled reporting, review meetings and missions.
• Drafts budget and forecast based on submissions; prepares monitoring checklists, identifying stages of programme/project development, funding source, inputs by reviewing internal and external bodies, and follow-up actions required.
• Monitors budgetary commitments, including verification of charges and obligation documents in Umoja for all financial transactions; prepares periodic budget revisions and ensures appropriate resource allocations; reconciles accounts with amended budget; evaluates trends of financial implementation and makes necessary recommendations to line manager. • Drafts inputs for a wide range of documents/reports, briefings/debriefings and correspondence.
• Serves as focal point for coordination, monitoring and expedition of implementation activities and participates in programme/project evaluation; monitor implementation at all stages to ensure work is proceeding according to established plans, including analyzing implementation difficulties and initiating remedial action; liaises with diverse organizational units to initiate requests
• Prepares standard terms of reference against programme/project objectives, obtains necessary clearances, processes and follows-up on administrative actions and resolves issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organization of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services.
• Arranges for formal closures of projects, final budget revision, transfer of equipment, clearance, publication and distribution of final report.
• Provides secretariat services to committees, ad hoc tasks forces; drafts and circulates agenda notes to members/participants; assembles background documentation; drafts minutes of the meeting and monitors follow-up actions.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 related duties as assigned.

Education

• Completion of High school diploma or equivalent is required.

Work Experience

• A minimum of ten (10) years of experience in programme or project administration, budget and finance, human resources, or a related area is required.
• The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first-level university degree or higher.
• Experience working with an Enterprise Resource Planning (ERP) system, such as Umoja, specifically in grants and grantor management is desirable.
• Experience in the United Nations system or a similar international organization is desirable.
• A minimum of one (1) year of experience in data analytics or a related area is desirable.