This position is located within the Middle East Division (MED) of the Departments of Political and Peacebuilding Affairs and Peace Operations (DPPA-DPO) at Headquarters in New York. The Programme Assistant reports to the Team Leader/Senior Political Affairs Officer of the Gulf Team under the overall supervision of the Director and Deputy Director of MED.
Responsibilities
Within limits of delegated authority, the Programme Management Assistant is responsible for the following duties:
Assists in the coordination of programme/project planning and preparation work of the Team; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues, as appropriate.
Reviews working documents, including cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes working 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 within DPPA-DPO and the Executive Office as well as other units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions related to the Team’s outputs, products, tasks, etc, e.g., recruitment and appointment of personnel (staff, consultants and contractors) as well as management of consultant contracts, travel arrangements (for Team members as well as consultants and meeting participants), training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
Performs, under minimal supervision, general office assistance and administrative support to the Team Leader/Senior Political Affairs Officer, as well as MED Director/Deputy Directors; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
Assists in the maintenance of contacts across DPPA-DPO units, Special Political Missions and Peacekeeping Operations, UN Agencies, Funds and Programmes, and coordinates extensively with service units at UNHQ and in the field.
Maintains files (both paper and electronic) and databases for the Team.
Provides guidance/training to new/junior staff.
Performs other duties as assigned.
Education
High school diploma or equivalent is required.
Work Experience
A minimum of five (5) years of experience in programme, project administration, technical cooperation, general administration or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher. Experience working for the United Nations or similar international organization is required. Experience Enterprise Resource Planning (ERP) systems such as SAP, UMOJA or similar is required. Experience providing administrative support to senior officials is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
