Programme Management Assistant

Job Posting Organization:
The Economic Commission for Africa (ECA) is an institution established to promote economic and social development in Africa. Its mission is to deliver ideas and actions for an empowered and transformed Africa, guided by the 2030 Agenda and Agenda 206

• ECA operates with a focus on advancing its position as a premier knowledge institution, developing macroeconomic and structural policy options, designing innovative financing models, contributing to regional challenges, and advocating Africa's position at the global level. The organization is committed to addressing issues such as climate change and social inclusion, and it operates through various strategic directions to achieve its goals.

Job Overview:
The Programme Management Assistant plays a crucial role in supporting the administrative and programmatic functions of the Sub Regional Office for Southern Africa (SRO-SA) in Lusaka, Zambia. This position involves assisting in the coordination of program/project planning and preparation, monitoring the status of proposals, and compiling and summarizing data on specific programs. The assistant is responsible for reviewing project documents for compliance, verifying budget revisions, and ensuring necessary approvals. The role requires extensive liaison with various organizational units to facilitate administrative actions, such as recruitment, travel arrangements, and procurement. The assistant also drafts correspondence, prepares reports, and provides general office assistance, including responding to inquiries and maintaining records. Additionally, the position involves training new staff and assisting with data collection and analysis for decision-making purposes.

Duties and Responsibilities:
The duties and responsibilities of the Programme Management Assistant include:

• Assisting in the coordination of program/project planning and preparation for medium-sized and complex departmental initiatives.
• Monitoring the status of program/project proposals and ensuring the receipt of relevant documentation for review and approval.
• Compiling, summarizing, and presenting basic information/data on specific programs and related topics.
• Reviewing project documents, especially cost plans and budgets, for completeness and compliance with rules and procedures.
• Identifying inconsistencies in project documents and distributing them to relevant parties upon approval.
• Reviewing budget revisions and verifying the availability of funds.
• Serving as a focal point for administrative coordination of program/project implementation activities.
• Compiling and entering data on project delivery and drafting status reports.
• Drafting correspondence on budget-related issues and preparing periodic reports. 1
• Providing general office assistance, including responding to complex inquiries and maintaining files. 1
• Providing guidance and training to new or junior staff. 1
• Assisting with data collection and analysis for reports and presentations. 1
• Updating information materials such as web pages or brochures. 1
• Performing other duties as assigned.

Required Qualifications:
The required qualifications for the Programme Management Assistant position include:

• A high school diploma or equivalent is required.
• Training in program, project administration, or a related field is desirable.
• Five years of experience in program or project administration, technical cooperation, or a related area is required.
• The minimum experience requirement is reduced to three years for candidates with a first-level university degree or higher.
• Experience working with the United Nations system or similar international organizations is an advantage.
• At least one year of experience in data analytics or a related area is desirable.

Educational Background:
The educational background required for this position includes a high school diploma or equivalent. Additional training in program or project administration or related fields is considered desirable, indicating that candidates with further education may have an advantage in the selection process.

Experience:
Candidates for the Programme Management Assistant position should have a minimum of five years of experience in program or project administration, technical cooperation, or a related area. However, this requirement is reduced to three years for those who possess a first-level university degree or higher. Experience within the United Nations system or similar international organizations is viewed favorably, and candidates with experience in data analytics or related fields are also encouraged to apply.

Languages:
For this job opening, proficiency in English is required as it is one of the working languages of the United Nations Secretariat. Knowledge of French is considered desirable, providing an additional advantage for candidates who are bilingual. The UN Language Framework outlines the minimum required level for each skill in these languages, emphasizing the importance of effective communication in both languages within the context of the role.

Additional Notes:
The job posting does not specify the contract duration, seniority level, or whether the position is full-time or part-time. However, it is important to note that the role is based in Lusaka, Zambia, and may involve working closely with various stakeholders within the United Nations system. Compensation and benefits details are not provided in the job description, and candidates are encouraged to inquire further during the application process.