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Programme Management Assistant, G6

United Nations
Nairobi, Kenya

Salary rangeConfidential | Contract type: Fixed term

You have 11 days left to apply for this job.

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Job Summary

EducationCompletion of high school diploma is required. Additional technical training in project management, administration, finance or other relevant field is highly desirable.Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST. The GGST is administered to applicants when required before the administration of a written assessment and/or interview.
Work ExperienceA minimum of seven (7) years of progressively responsible work experience in programme or project administration, technical cooperation or related field is required.Working experience with the United Nations system or other international organization is desirable.Working experience in supporting senior management is desirable.Experience working with Enterprise Resource Planning (ERP) systems such as Umoja is desirable.
LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an added advantage.

Responsibilities

1. Providing programme and administrative support in planning and implementation of activities/processes for highly complex functions performed by the team of special assistants to the Executive Director. Researching, compiling, analysing, summarising, and presenting basic information/data on specific programmes and related topics. Assisting in the coordination of programme planning and preparation, monitoring status of programme proposals, taking necessary action to ensure documents are completed and submitted to relevant parties for approval.
2. Assisting in the preparation and analysis of programme/project budget proposal, providing assistance in the interpretation of budget guidelines, reviewing and coordinating submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activitie, proposing adjustments as necessary, preparing reports and ensuring that outputs/services are properly categorized. Assisting in the monitoring and evaluation of programmes/projects, categorizing, updating, tracking and analysing data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, carrying out periodic status reviews, identifying issues and initiating requisite follow-up actions, preparing revised budget estimates, reporting on budget revisions, expenditures and obligations, verifying availability of funds, ensuring necessary approval and entry in computerized budget system, initiating financial authorizations for expenditures.
3. Collaborating with programme/project managers on performance reporting, liaising with relevant parties on the interpretation of the activities/services scheduled in the programme budget and various planning instruments such as the medium-term plan and internal work plans, providing assistance on reporting requirements, guidelines, rules and procedures and ensuring completeness and accuracy of data submitted. Drafting programme/project summaries, coordinating review and clearance process and coordinating with editor, translation services,on finalization and publication of report in multiple languages.
4. Serving as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, processing and following-up on administrative actions and resolving issues related to project implementation, travel arrangements, organization of and participation in training/study tours, procurement of equipment and services. Preparing, maintaining and updating files (electronic and paper) and internal databases, designing and generating a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
5. Drafting correspondence and communications relating to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as preparing unit contributions for a variety of periodic reports.
6. Providing guidance and training to new/junior staff and performing other related duties as assigned.

Job Requirements

Required education: Diploma, Associate's degree
Required relevant work experience: 7 years
Required languages: English (Spoken: fluent | Written: fluent)
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