Programme Management Assistant

Job Posting Organization:
The position is located in the DESA Office, which is part of the United Nations Department of Economic and Social Affairs (UN DESA). The Rome Office operates as an extra-budgetary office of the Capacity Development Programme Management Office (CDPMO). The mission of this office is to provide advisory services and operational support in the development and management of human resources for international cooperation. It aims to enhance the participation of qualified young professionals in development cooperation activities undertaken by international organizations. The Italian JPO Programme, managed by UN DESA, processes applications from thousands of candidates annually, leveraging its extensive experience in the recruitment and administration of technical cooperation experts. The office also fosters partnerships with national institutions and other stakeholders, contributing to various UN DESA activities in Italy. The incumbent in this position will report to the Programme Management Officer.

Job Overview:
The Programme Management Assistant will play a crucial role in supporting the planning and implementation of various departmental programme initiatives, particularly the Italian JPO Programme and other human resources capacity development initiatives. This position requires coordination among donors, UN offices, international organizations, and programme participants. The assistant will be responsible for researching, compiling, analyzing, and summarizing information related to specific programmes, including job descriptions and career development for former young professionals. The role also involves monitoring the status of programmes, ensuring that necessary documents are completed and submitted for approval, and assisting in the review of programme budget proposals. The assistant will collaborate with programme managers and HR counterparts on performance reporting and will be the focal point for coordinating programme implementation activities, which includes extensive liaison with various organizational units and external stakeholders. The position demands a proactive approach to problem-solving and the ability to manage multiple tasks effectively.

Duties and Responsibilities:
The Programme Management Assistant will be responsible for a wide range of duties, including:

• Assisting in the planning and implementation of departmental programme initiatives, ensuring effective coordination among various stakeholders.
• Researching and compiling data on specific programmes, including job descriptions and career development pathways for young professionals.
• Monitoring the status of programmes and ensuring timely submission of necessary documents for approval.
• Reviewing programme budget proposals and ensuring that all requisite information is included and justified.
• Monitoring and evaluating programmes/projects, tracking and analyzing data related to the Programme, and preparing revised budget estimates.
• Collaborating with programme managers and HR counterparts on performance reporting and ensuring the accuracy of data submitted.
• Drafting programme summaries and coordinating the review and clearance process for reports and documents.
• Serving as the focal point for coordination and monitoring of programme implementation activities, including recruitment and onboarding processes.
• Maintaining and updating files and internal databases, and generating various reports and statistical tables. 1
• Drafting correspondence related to programme and office administration, and providing guidance and training to new/junior staff. 1
• Assisting with data analysis and presentation for knowledge management and decision-making purposes. 1
• Performing other duties as assigned.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. Additionally, at least seven years of relevant experience in programme management for human resources development is required, preferably in the context of young talent programmes. Proficiency in Microsoft Excel, SharePoint, and PowerPoint is essential. Experience in external relations with donor governments is desirable, as is experience working with the United Nations or an international organization in inter-agency coordination settings. Familiarity with databases and integrated information management systems, such as Umoja, related to finance and fund management is also desirable.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. There are no specific job-specific qualifications listed beyond this educational requirement.

Experience:
The position requires at least seven years of relevant experience in programme management, particularly in the context of human resources development and young talent programmes. Candidates should have a strong background in managing complex programmes and be adept at using various software tools for data management and reporting.

Languages:
The working languages of the United Nations Secretariat are English and French. For this position, proficiency in English and Italian is required, with a minimum level of proficiency at UN Level III for reading, writing, listening, and speaking in both languages.

Additional Notes:
This job opening refers to a project-funded post of finite duration, with an initial appointment period of one year. The renewal of the appointment is subject to the availability of the post or funds, and budgetary approval. The position is subject to local recruitment, meaning that candidates must be recruited within the country or within commuting distance of the office. Staff members in the General Service and related categories are recruited locally, regardless of their nationality. The United Nations is committed to creating a diverse and inclusive environment and does not charge any fees during the recruitment process.