Programme Management Assistant

Org. Setting and Reporting

This position is located in the Information Management Branch (IMB), Office for the Coordination of Humanitarian Affairs (OCHA). OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions. The incumbent will report to a Programme Management Officer, IMB.

Responsibilities

Within limits of delegated authority, the Programme Management Assistant will be responsible for the following duties:

Programme Support: •Provide assistance in support of planning, implementation and reporting activities related to OCHA's mandate information services, heretofore referred to as OCHA Products. These products include, but are not limited to, MS Office 365, humanitarian pooled funds, Central Emergency Response Funds, and the Inter-Agency Standing Committee (IASC) information services platform. •Assist in organizing and managing the regular follow-up of the implementation of the programme activities. •Assist Manager in arranging client teleconferences, video-conferences and other related communications and guidance. •Make arrangements for the prompt and effective implementation of the programme activities, including training, meetings and Manager missions. •Assist in ensuring timelines and quality in delivery of product support and OCHA Product development of skills. •Assist in the coordination, monitoring and expedition of programme implementation activities, involving extensive liaison with diverse organizational units to initiate requests. •Assist in preparing progress monitoring reports and follow-up on other required administrative actions. Budget and Finance, Procurement •Monitor expenditures and compare with approved budget; prepare adjustments as necessary. •Assist managers in the elaboration of resource requirements for budget submissions. •Assist in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures. •Prepare, maintain and update files and internal databases; design and generate a variety of financial periodic and ad hoc reports, statistical tables, graphic content from Umoja and/or Anaplan, and other background materials/notes to facilitate inspection and other reviews. •Coordinate with other finance and budget staff on related issues during preparation of budget reports. •Assist I technical product standardization. •Perform procurement on behalf of IMB. General Administration •Draft routine correspondence and communications to respond to enquiries concerning relevant administrative, financial audit, personnel matters. •Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in the field. •Perform other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payments to vendors and individual contractors for services, physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations). •Assist in the monitoring and evaluation of programmes; categorizes, updates, tracks and analyses data related to programmes, 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 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 summaries, coordinates review and clearance process, and coordinates with editor, translation services, etc. on finalization and publication. •Provides guidance and training to new/junior staff. •Performs other duties as assigned. Competencies

Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. Education

High school diploma or equivalent is required. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat.

Work Experience

A minimum of seven (7) years of experience in programme or project administration, technical cooperation or related area is required. Experience working with an SAP based ERP system, such as Umoja or similar ERP platform, in handling budget, and procurement and/or Human Resources work is required. Experience monitoring expenditures and preparing budget submissions is desirable. Relevant experience in working within the UN Common System or other comparable international organization is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another UN official language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

- This Temporary Job Opening (TJO) is opened to internal and external candidates. The initial duration of the temporary appointment/assignment is for period of six (6) months, with possibility of extension; the selected candidate is expected to start as soon as possible. All posts are subject to availability of funding.

- Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. - This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. - Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test. Deadline for application: Friday, 24 July 2020 More Information and Application Details.

Tags: Coordination of Humanitarian Affairs (OCHA)