Programme Management Assistant

The Programme Management Assistant supports the Human Rights Service of UNAMA in Faizabad by providing general office assistance, coordinating programme/project planning and preparation for human rights initiatives, and assisting with administrative and logistical support. The role involves maintaining files and databases, compiling information for reports, and assisting with budget and project documentation.

Responsibilities

• Provides general office assistance; logs and routes incoming correspondence; sets up and maintains electronic files/records in established electronic filing system; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
• Organises the coordination of programme/project planning and preparation work for human rights initiatives, including awareness-raising sessions, meetings, and workshops; monitors the implementation status of programme/project proposals and receipt of relevant documentation for review and approval.
• Researches and gathers pertinent background material; compiles and organizes information and reference materials from various sources for reports, work plans, briefings, awareness-raising, meetings, workshops, etc.; and tracks and monitors follow-up action as required.
• Translates documents, and interprets at meetings, when required.
• Maintains files (both paper and electronic) and databases for the Team.
• Compiles, summarizes, and presents basic information/data on specific programmes/projects and related topics or issues.
• Prepares 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.
• 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 the Human Rights Officer/Team Leader.
• Assists in drafting correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• 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.
• Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
• Organizes and provides secretarial, administrative and logistics support in relation to awareness-raising, meetings and workshops.
• Performs other duties as assigned/requested.

Requirements

• High school diploma or equivalent is required.
• Three (3) years or more of experience in general office support, programme and/or project management assistance or related area is required.
• The minimum years of relevant experience is reduced to one (1) for candidates who possess a first-level university degree or higher.
• Experience in the use of Microsoft Office applications and in a broad range of administrative functions, e.g., budget/work programme, database management, electronic filing, etc., is required.
• Experience in the handling of sensitive and confidential information is required.
• Experience in the research and compilation of information, reference materials and data from various sources to assist with reports, including data analytics, and in awareness-raising/capacity building and organising meetings, is desirable.
• English is required at UN Level II for reading, writing, listening, and speaking.
• Dari is required at UN Level III for reading, writing, listening, and speaking.
• Pashto is required at UN Level II for reading, writing, listening, and speaking.

Skills

• Programme Management
• Office Support
• Microsoft Office Suite
• Budget Management
• Database Management
• Electronic Filing
• Handling Confidential Information
• Data Compilation
• Report Preparation
• Meeting Organization
• Capacity Building
• Project Documentation

Languages

English, Dari, Pashto