Under the overall supervision of the Chief, Institutional Memory Section and under the direct supervision of the NAB Project Manager, the Programme Assistant will be responsible for the following duties:
Responsibilities:
Acts as the main point of reference for administrative, financial, procurement and work planning matters relating to the project.
Assists in the coordination of the project planning and preparation; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval.
Assists in the maintenance of project documentation and files, including version control, update of project files and documents, and adherence to document control procedures.
Assists in the organization of meetings with the Project Board, the Working Level Task Force, and others as required, including drafting supporting documents and minutes.
Assists in the preparation and analysis of the project budget proposals; reviews and coordinates submissions of budget estimates and cost plans 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.
Assists in all procurement activities in coordination with PTS.
Assists in the monitoring and evaluation of the project; categorizes, updates, tracks and analyses data related to the project; 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; identifies issues and initiates required follow-up actions under the supervision of the NAB Project Manager and maintains a smooth interaction with partners and service providers on all relevant administrative aspects; produces periodic status reviews, including adherence to work plans and schedules.
Drafts correspondence and communications related to all aspects of project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.
Performs other duties as assigned.
Education:
High school diploma or equivalent is required.
Work Experience:
At least seven (7) years of experience in administration, programme/project management 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 with an ERP system, such as Umoja, is required.
At least five (5) years of experience within the United Nations system is desirable.
Languages:
English and French are the working languages of the United Nations Secretariat.
For this job opening, English and French are required.
Either Spanish or Chinese (Mandarin) or Arabic or Russian is desirable.
