Programme Assistant
Overview
The Programme Assistant provides support in the development and administration of technical cooperation programmes and projects, as well as clerical and administrative support.
Key Responsibilities
- Screen incoming correspondence, emails, telephone calls and visitors; draft replies for the supervisor's signature on non-technical, administrative and routine programme matters; provide relevant background information, monitor pending actions and ensure timely follow-up with internal and external counterparts.
- Maintain the supervisor's calendar and agenda, coordinate appointments and meetings, manage invitations and scheduling requests, and support the planning and organization of missions, events and other official engagements.
- Draft, review and proofread routine and non-routine correspondence, briefing notes, reports, presentations and other documentation related to administrative and technical cooperation (TC) activities, ensuring accuracy, high-quality language, appropriate format and compliance with the UNIDO Correspondence Manual and organizational standards.
- Conduct research and compile background information, statistical data and analytical inputs to support project identification, programme development, reporting requirements, strategic decision-making and the preparation of briefs, talking points and presentation materials.
- Analyse project information, financial data, budget implementation trends and performance indicators; prepare summaries and reports to support programme monitoring, results reporting and management decision-making.
- Monitor project budgets and expenditures on office administration and TC matters, review financial information, identify discrepancies or implementation issues, initiate or recommend corrective actions and budget revisions where required, and bring significant matters to the supervisor's attention.
- Support the implementation, monitoring and closure of TC projects, including budget revisions, obligation reviews, reallocations, re-phasing, extensions, completion processes, issuance of project allotment documents and other project-related administrative actions in accordance with applicable rules and procedures.
- Using SAP (PPM and related modules), initiate, process and follow up on administrative and project-related transactions, including recruitment of personnel and experts, procurement actions, contractual arrangements, payments, travel authorizations and claims, training activities and other programme support requirements.
- Ensure the accuracy, completeness and integrity of administrative, financial and project-related data maintained in SAP and other corporate systems, and retrieve information required for planning, monitoring and reporting purposes.
- Perform and coordinate administrative support activities related to meetings, workshops, missions and events, including logistical arrangements, documentation, procurement requests, travel documentation, visa applications, expenditure authorizations and other related administrative requirements.
- Identify procedural, operational or administrative issues affecting programme delivery or office efficiency, analyse underlying causes and propose practical improvements to strengthen effectiveness, compliance and service delivery.
- Support engagement with the United Nations Country Team (UNCT) and other inter-agency coordination mechanisms by contributing to joint initiatives, reporting exercises, meetings and related follow-up actions.
- Maintain structured filing systems, databases, records and documentation in both electronic and hard-copy formats to ensure accessibility, audit readiness and preservation of institutional knowledge.
- Apply digital technologies and AI-enabled tools, where appropriate, to support information management, data analysis, reporting, document preparation and workflow monitoring.
- Carry out ad hoc programme, analytical, coordination, communication and administrative assignments, and perform other related duties as required.
Required Experience
A minimum of five (5) years of working experience in providing support to managerial/professional staff and using administrative skills to assist in the execution of project and programme development and implementation of work, is required. Candidates holding a relevant first‑level university degree or higher must have at least 3 years of relevant work experience. Experience in office procedures and practices, preferably within the UN system or in a multicultural environment, is required. Experience/proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required. Experience with SAP or similar ERP software is desirable. Experience in maintaining electronic and physical filing systems and archives, and in handling confidential information with accuracy and discretion, is required.
Qualifications
Completed higher secondary education (high school diploma or equivalent), is required. Formal administrative/secretarial/clerical training or equivalent, is desirable. A first level university degree (Bachelor’s or equivalent) in relevant fields is accepted with a reduced requirement for years of professional experience.
