Programme Management Assistant (Fixed Term Limited)

Job Posting Organization:
The United Nations Human Settlements Programme (UN-Habitat) is an organization established by the UN General Assembly to promote sustainable urbanization and human settlements. It operates globally, focusing on building inclusive, safe, resilient, and sustainable cities and communities. The Canada Office of UN-Habitat, located in Montreal, plays a pivotal role in fostering partnerships, conducting applied research, and engaging in policy discussions across North America. The office is integral to implementing UN-Habitat’s 2026-2029 Strategic Plan, emphasizing knowledge and innovation to accelerate affordable housing solutions. It collaborates closely with various UN bodies to enhance intergovernmental dialogue on housing and urban development, contributing to global efforts in line with the Sustainable Development Goals.

Job Overview:
The Programme Management Assistant position is crucial for the effective administrative management of the UN-Habitat Canada Office's operations, programs, and projects. The incumbent will work under the guidance of the Director of the New York Liaison Office and the Head of Office in Canada. The role involves supporting the planning and preparation of medium-sized and complex departmental programs/projects, monitoring their status, and ensuring compliance with relevant rules and procedures. The assistant will compile and present data on specific programs, review project documents for completeness, and serve as a focal point for administrative coordination. This includes liaising with various organizational units to facilitate recruitment, travel arrangements, and procurement processes. The position also entails drafting correspondence, preparing reports, and providing general office assistance, making it essential for the smooth operation of the office.

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

• Assisting in the coordination of program/project planning and preparation for departmental initiatives, monitoring the status of proposals and documentation.
• Compiling, summarizing, and presenting information/data on specific programs and related topics.
• Reviewing project documents, especially budgets, for completeness and compliance, identifying inconsistencies, and distributing approved documents.
• Reviewing budget revisions, verifying fund availability, and ensuring necessary approvals.
• Serving as the focal point for administrative coordination of program/project activities, liaising with various units for recruitment, travel, training, and procurement.
• Compiling and entering data on project delivery, drafting status reports, and identifying shortfalls or budget overruns.
• Drafting correspondence on budget issues and preparing periodic reports and summaries.
• Providing general office assistance, responding to inquiries, maintaining files, and organizing meetings.
• Guiding and training new or junior staff. 1
• Assisting with data collection, analysis, and preparation of presentations and reports. 1
• Updating information materials such as web pages or brochures. 1
• Performing other duties as assigned.

Required Qualifications:
Candidates must possess a minimum of five years of experience in program or project administration, technical cooperation, or a related area. This requirement is reduced to three years for candidates with a first-level university degree or higher. Experience in coordinating and monitoring program/project activities is essential, along with proficiency in using Enterprise Resource Planning (ERP) systems, preferably SAP. Experience within the United Nations System or similar international organizations is desirable, as is experience in organizing and servicing meetings. Additionally, one year or more of experience in data analytics or a related area is preferred.

Educational Background:
Completion of secondary education or a high school diploma is required. Supplementary training and certification in administration, project management, finance, budget, accounting, or other relevant fields are desirable, enhancing the candidate's qualifications for the role.

Experience:
The position requires a minimum of five years of relevant experience in program or project administration, with a reduction to three years for candidates holding a first-level university degree or higher. Candidates should have experience in coordinating and monitoring program/project activities, as well as familiarity with ERP systems, particularly SAP. Experience in the UN System or similar international organizations is advantageous, along with experience in organizing meetings and data analytics.

Languages:
English and French are the working languages of the United Nations Secretariat. For this position, proficiency in English is required, with a minimum level of UN Level II for reading, writing, listening, and speaking. Knowledge of French is beneficial but not mandatory.

Additional Notes:
This position is a fixed-term limited appointment for an initial period of one year, subject to extension based on funding availability. The appointment is limited to the United Nations Human Settlements Programme and is subject to local recruitment rules. Candidates must be within commuting distance of the office in Montreal. The position is open to both internal and external candidates, with a strong encouragement for female candidates to apply. The United Nations is committed to achieving gender balance and diversity in its workforce.