Senior Programme Management Assistant (Fixed Term Limited)

The Senior Programme Management Assistant provides comprehensive programme and administrative support for complex HR and programme initiatives within UN-Habitat. The role involves managing programme/project cycles, data analysis, coordination of HR activities, and supervising office support staff.

Responsibilities

• Independently provides full range of programme and administrative support and project management assistance across all phases of the programme/project cycle for, typically, a large and highly complex HR and programme initiatives, seeking guidance only in exceptional circumstances.
• Researches, compiles, analyses, and presents information and data on a wide range of programme, administrative and HR-related issues, identifying trends and highlighting key findings for management consideration.
• Tracks resolutions and other legislative decisions that affect programme/project content and oversees the preparation of the relevant database(s) to ensure the incorporation of programmatic and other changes enacted by legislation.
• Reviews, appraises and revises, HR submissions for compliance with guidelines and objectives; identifies issues, seeks clarification and prepares recommendations for management action further action.
• Works with funding agencies in arranging financing modalities; obtains requisite clearances; ensures establishment of proper monitoring systems through scheduled reporting, review meetings and missions.
• Drafts HR reports, workforce analytics and forecasts; prepares monitoring tools and checklists to track programme implementation, and follow-up actions required.
• Monitors and oversees non-staff staff personnel recruitment documents approval and contracting processes, ensuring compliance with UN regulations and procedures.
• Prepares newsletters on programme/project-related activities; drafts inputs for a wide range of documents/reports, briefings/debriefings, correspondence, etc.
• Serves as focal point for coordination, monitoring and expedition of implementation of HR programme activities; liaises with diverse organizational units to initiate actions and resolve implementation issues.
• Arranges for formal closures of projects, final budget revision, transfer of equipment, clearance, publication and distribution of final report.
• Provides secretariat services and guidance to supervisors and project managers on non-staff personnel policies, entitlements and administrative requirements.
• May undertake mission/field work in support of above activities, e.g. specific administrative, operational/control tasks for programme/project activities.
• Establishes internal databases to assist in the coordination and delivery of programme support services, including data analysis and the preparation of presentations, statistical tables, dashboards, infographics, and other visual representations, to facilitate reporting, monitoring, and informed decision-making.
• Supervises office support staff, including distribution and review of work assignments, training, and inputs to performance evaluation.
• 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.
• Performs other related duties as assigned.

Requirements

• Completion of high school diploma or equivalent is required.
• Supplementary training in a field relevant to the post is desirable.
• A minimum of ten (10) years of progressively responsible experience in programme /project administration, administrative support, human resources administration, or a related area is required, out of which four (4) years should be in supporting the recruitment and administration of non-staff personnel.
• The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree.
• At least three years of work experience working with an Enterprise Resource Planning (ERP) system, such as Umoja, SAP, or similar platform, particularly for HR, program or administrative processes is required.
• At least three (3) years of work experience in supporting the preparation, monitoring, processing, and/or quality review of recruitment documentation for non-staff personnel in the United Nations or a comparable international organization is required.
• Experience coordinating HR-related actions across multiple organizational units and maintaining related personnel records, databases, tracking tools and administrative documentation is desirable.
• Experience working with PeopleSoft-based human resources or recruitment applications, including Inspira or an equivalent system, is desirable.
• Experience supporting inter-agency coordination with United Nations entities or external partners on HR-related matters is desirable.
• Experience in monitoring human resources and programme-related activities, identifying implementation or compliance issues, and supporting timely corrective action is desirable.
• At least one (1) year of experience in data analytics or a related field is desirable.
• English language proficiency at UN Level II for reading, writing, listening, and speaking is required.

Skills

• Programme Administration
• Project Administration
• Human Resources Administration
• Recruitment Documentation
• Non-staff Personnel Management
• Enterprise Resource Planning
• Umoja
• SAP
• PeopleSoft
• Inspira
• HR Data Management
• Personnel Records Maintenance
• Human Resources Coordination
• Inter-agency Coordination
• Data Analytics
• Programme Monitoring
• Compliance Monitoring
• Administrative Support

Languages

English