Programme Management Assistant, G6

The Programme Management Assistant supports planning and implementation of activities for the Peacekeeping-Intelligence Coordination Team (PICT) within the Department of Peace Operations. The role involves programme/project administration, budget monitoring, coordination, reporting, and liaison with various organizational units to ensure effective project implementation.

Responsibilities

• Provides assistance in support of planning and implementation of activities/processes for PICT, including the Peacekeeping-Intelligence Academy (PKIA) based in the Regional Service Center Entebbe (RSCE).
• Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics.
• Assists in the coordination of programme/project 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.
• Assists in the preparation and analysis of programme/project budget proposals; provides assistance in the interpretation of budget guidelines; 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.; 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.
• Collaborates with programme/project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled in the PB and various planning instruments such as the medium-term plan and internal work plans; 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/project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, 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/project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.
• Provides guidance and training to new/junior staff.
• Performs other duties as assigned.

Requirements

• High school diploma or equivalent is required.
• A minimum of seven years of experience in programme or project administration, technical cooperation or related area is required.
• The minimum years of relevant experience is reduced to five years for candidates who possess a first-level university degree or higher.
• A minimum of two years of experience providing programme assistance in peace operations or related functions within the United Nations, or a comparable international organization is required.
• Experience working with Peacekeeping-Intelligence system is required.
• Experience in managing multiple simultaneous extra-budgetary funds, including drafting memos, is required.
• Experience in working with UMOJA or a similar Enterprise Resources Planning (ERP) system is required.
• Experience working in a military or police environment is desirable.
• Experience working with a team split across two different time zones is desirable.
• English language proficiency at UN Level III in reading, writing, listening, and speaking is required.

Skills

• Programme Administration
• Project Administration
• Technical Cooperation
• Peace Operations Assistance
• Memo Drafting
• Umoja
• Enterprise Resource Planning
• Budget Monitoring
• Programme Coordination
• Project Reporting
• Liaison with Organizational Units
• Military Environment Experience
• Police Environment Experience
• Peacekeeping-Intelligence Training
• Extra-Budgetary Funding Management

Languages

English