Programme Management Assistant (TJO)

The Programme Management Assistant supports programme/project planning, coordination, and administrative activities within the OHCHR Regional Office for Central Asia. The role involves monitoring project proposals, budget reviews, administrative coordination, data compilation, and providing 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 proposals and receipt of documentation for review and approval.
• Compiles, summarizes, and presents basic information/data on specific programmes/projects 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 clearances, process and follow-up on administrative actions such as recruitment, 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 management's attention.
• Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets.
• 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 and assessing telephone billing.
• Provides guidance/training to new/junior staff.
• Performs other duties as assigned.

Requirements

• High school diploma or equivalent.
• A minimum of five (5) years of experience in programme or project administration, technical cooperation or related area is required.
• The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher.
• At least one (1) year of experience working on Enterprise Resource Planning (ERP) systems such as Umoja is desirable.
• English and Russian are required at UN Level III proficiency in reading, writing, listening, and speaking.
• Kirghiz language skills are desirable at UN Level II proficiency in reading, writing, listening, and speaking.

Skills

• Programme Administration
• Project Administration
• Technical Cooperation
• Enterprise Resource Planning
• Umoja
• Programme Coordination
• Project Planning
• Budget Review
• Data Compilation
• Office Management

Languages

English, Russian, Kirghiz