Programme Management Assistant, G6

Overview

Provides assistance in support of planning and implementation activities/processes for UNCAP Programme and project initiatives. Manages timely submission and reviewing of programme documents, ensuring necessary approval and entry into computerised systems.

Key Responsibilities

• Provides assistance in support of planning and implementation activities/processes for UNCAP Programme and project initiatives, including assigned course preparation, delivery, closure, and coordination with instructors, subject-matter experts, and facilitators.
• Manages timely submission, reviewing programme documents, and ensuring necessary approval and entry into computerised systems, including controlled updates to lesson plans, learner guides, presentations, assessments, and supporting resources.
• Research, compiles, analyses, summarizes, and presents basic information/data on specific UNCAP programmes/project and related topics, assigned courses, learning outcomes, course-control reviews, feedback, risks, lessons learned.
• Assists in the coordination of programme 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; elaborates the training programme and supports curriculum review, learning-outcome alignment, and standardization of course materials.
• Assists in the preparation and analysis of programme budget proposals; 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, etc.; continuously assesses the needs and evaluates the costs; 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; writes reports providing justifications on the use of funds.
• Collaborates with programme managers on performance reporting; liaises with relevant parties on the interpretation of the activities scheduled in the Programme calendar; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
• Serves as focal point for coordination, monitoring and expedition of programme implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, prepare standard terms of reference against programme objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g., travel arrangements, organisation of and participation in training, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• 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 administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.
• Updates and maintains key information for the programme.
• Coordinates the logistical and administrative support for the Programme and UNCAP related training visits to the RSCE and other client missions.
• Assists in supervision of support staff as required.

Required Experience

A minimum of seven (7) years of progressively responsible work experience in programme management, administration or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first level degree or higher. Experience collaborating with partners on operational support issues in or with an international organization or similar setup is required.

Qualifications

High School Diploma or equivalent is required. A technical or vocational qualification in ICT, Training, logistics, or other related field is desirable.

Other Details