Programme Management Assistant

The Programme Management Assistant provides administrative and programme support for the Inclusive Industrialization Section at the Economic Commission for Africa's Sub Regional Office for Southern Africa in Lusaka, Zambia. The role involves coordination of programme/project planning, monitoring, administrative coordination, data compilation, and general office assistance.

Responsibilities

• Assists in the coordination of programme/project planning and preparation work for a medium-size and complex component of departmental programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
• Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues.
• Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.
• Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
• Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions such as recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services.
• Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
• Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings and workshops; handles routine administrative tasks such as maintaining attendance records, drafting and finalizing minutes, assessing telephone billing.
• Provides guidance/training to new/junior staff.
• 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 duties as assigned.

Requirements

• High school diploma or equivalent is required.
• Training in programme, projects, administration or related field is desirable.
• Five (5) years of experience in programme or project administration, technical cooperation, or a related area is required.
• The minimum year of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher.
• Experience working with the United Nations system or similar international organizations is an advantage.
• 1 year or more of experience in data analytics or related area is desirable.
• English is required at UN Level II proficiency in reading, writing, listening, and speaking.
• French is desirable at UN Level II proficiency in reading, writing, listening, and speaking.

Skills

• Programme Administration
• Project Administration
• Technical Cooperation
• Programme Coordination
• Project Planning
• Monitoring and Evaluation
• Data Compilation
• Office Management
• Data Analytics
• UN System Experience

Languages

English, French