Programme Management Assistant

The Programme Management Assistant supports the planning and implementation of activities and programmes for the OHCHR Regional Office for Central Asia in Tashkent. The role involves programme/project administration, coordination, monitoring, reporting, and logistical support within delegated authority.

Responsibilities

• Provides day-to-day assistance in support of planning and implementation of activities and programmes for the ROCA Uzbekistan Team.
• Researches, compiles, analyses, summarizes, prepares notes and takes minutes during meetings, and presents basic information/data on specific programmes/projects and related topics.
• Responds to individuals who approach OHCHR ROCA in line with existing OHCHR policies on individual cases, through written replies, telephone consultations, and referral to other organizations or UN mechanisms.
• 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.
• In close coordination with the Administration Unit in Bishkek, 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.
• Drafts programme/project summaries, coordinates review and clearance process, and coordinates with editor, translation services, etc. on finalization and publication of report multiple languages.
• Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving 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, including the OHCHR individual cases database and contact lists; 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.
• Manages the organization of events, workshops, roundtables, and field visits, including the preparation and dissemination of information, logistical arrangements, and follow-up communications; supports travel arrangements and DSA payments for participants.
• In close coordination with the Administration Unit in Bishkek, ensures timely and correct payments, procurement, receipt of deliverables and reports, and proper document storage in accordance with OHCHR rules and procedures.
• Provides guidance and training to new/junior staff.
• Performs other duties as assigned.

Requirements

• High school diploma or equivalent.
• A minimum of seven (7) 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 (5) for candidates who possess a first-level university degree or higher.
• Experience in supporting human rights programmes or projects is desirable.
• At least one (1) year of experience in data analytics or related area is desirable.
• Experience with word processing, spreadsheets and communication software is desirable.
• English and Russian language proficiency at UN Level III in reading, writing, listening, and speaking is required.
• Uzbek language proficiency at UN Level II in reading, writing, listening, and speaking is desirable.

Skills

• Programme Administration
• Project Administration
• Technical Cooperation
• Human Rights Programmes
• Data Analytics
• Word Processing
• Spreadsheet Software Knowledge
• Communication Software
• Programme Coordination
• Monitoring and Reporting
• Logistical Support

Languages

English, Russian, Uzbek