Programme Management Assistant, G5

The Programme Management Assistant supports programme/project planning, coordination, budget monitoring, administrative coordination, and reporting within the Improvised Explosive Device Threat Mitigation Advisory Team of UNMAS, Department of Peace Operations in Nairobi. The role involves extensive liaison, data compilation, and administrative support to ensure effective programme implementation.

Responsibilities

• Assist in the coordination of programme/project planning and preparation work for medium-size and complex components of departmental initiatives.
• Monitor status of programme/project proposals and receipt of relevant documentation for review and approval.
• Compile, summarize, and present basic information/data on specific programmes/projects and related topics or issues.
• Review project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identify inconsistencies; distribute project documents to relevant parties upon approval; support preparation of budget monitoring tools and expenditure forecasts.
• Review budget revisions; verify availability of funds; ensure necessary approval and entry in computerized budget system; monitor expenditures against approved budgets and track commitments and disbursements.
• Serve 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 including travel arrangements, organization of workshops, meetings and training activities, recruitment and appointment of personnel, authorization of payments, disbursement of funds, procurement of equipment and services, asset and equipment management in line with established rules, procedures, and audit requirements.
• Compile, summarize and enter data on project delivery; draft related status reports, identifying shortfalls in delivery, budget overruns, etc., and bring to the attention of management; proactively flag financial, administrative or logistical risks and bring issues to the attention of management promptly.
• Draft correspondence on budget-related issues and prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Provide general office assistance; respond to complex information requests and inquiries; review, log and route incoming correspondence; set up and maintain files/records; ensure proper filing, record management and organization of programme documentation; organize and coordinate meetings, workshops and training events; handle routine administrative tasks such as maintaining attendance records, assessing telephone billing, etc.
• Provide guidance/training to new/junior staff.
• Assist 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.
• Perform other duties as assigned.

Requirements

• High school diploma or equivalent is required.
• A minimum of five (5) years of experience in programme or project administration, technical cooperation or related area is required.
• Experience in monitoring expenditures, tracking budgets and supporting financial reporting, is required.
• Experience in organizing workshops, meetings and training activities, including logistics coordination and travel arrangements, and liaising with multiple stakeholders and service providers, is required.
• Experience in the United Nations or similar international organisation is desirable.
• Experience in Umoja or another ERP system is desirable.
• Experience in providing administrative support to procurement processes, and in asset management and other project administrative functions is desirable.
• One year or more of experience in data analytics or related area is desirable.
• English language proficiency at UN Level II in reading, writing, listening and speaking is required.

Skills

• Programme Administration
• Project Administration
• Technical Cooperation
• Expenditure Monitoring
• Financial Tracking
• Financial Reporting
• Workshop Organization
• Meeting Coordination
• Training Coordination
• Logistics Coordination
• Travel Arrangements
• Stakeholder Liaison
• Service Provider Liaison
• Procurement Support
• Asset Management
• Data Analytics
• Umoja ERP
• ERP Systems

Languages

English