UN Programme Management Assistant

Job Posting Organization:
The position is located within the Business Relationship Management (BRM) team of the Office of Information and Communications Technology (OICT) at the United Nations. OICT is dedicated to leading the digital transformation of the UN, aiming for a better, safer, and more sustainable future through innovative technology solutions. The organization emphasizes gender balance and geographical diversity in its workforce, encouraging female candidates to apply. OICT also supports work-life balance and flexible work arrangements, reflecting its commitment to employee well-being.

Job Overview:
The UN Programme Management Assistant plays a crucial role in supporting mission planning and implementation, operational objectives, and various programme/project initiatives. This position involves researching, compiling, analyzing, and summarizing information related to specific programmes/projects. The assistant will coordinate programme/project planning, monitor the status of proposals, and ensure that project documents are completed and submitted for approval. Additionally, the role includes preparing and analyzing purchase orders and contract approvals, monitoring mission deployment, and managing financial data related to programmes/projects. The assistant will collaborate with programme/project managers on performance reporting and assist in the interpretation of scheduled activities and reporting requirements. This position requires a proactive approach to problem-solving and effective communication with various organizational units to facilitate the smooth implementation of ICT programmes.

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

• Supporting mission planning and implementation, operational objectives, and programme/project initiatives.
• Researching, compiling, analyzing, and summarizing information/data on specific programmes/projects.
• Assisting in the coordination of programme/project planning and preparation, monitoring the status of proposals, and ensuring timely submission of project documents.
• Preparing and analyzing purchase orders and contract approvals, processing procurement requests, and ensuring compliance with requirements.
• Monitoring mission deployment and categorizing, updating, and analyzing data related to programmes/projects.
• Collaborating with programme/project managers on performance reporting and ensuring accuracy of data submitted.
• Coordinating with procurement divisions to oversee ICT contractual processes and asset management.
• Managing recruitment and contract administration for contractors and consultants.
• Preparing and maintaining files and databases, generating reports, and drafting correspondence related to programme/project administration. 1
• Providing guidance and training to new/junior staff and assisting with data analysis and presentations.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of seven years of experience in administration, procurement, finance, contract management, or a related area is required. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to five years. Experience in using Enterprise Resource Planning (ERP) systems such as SAP is essential, and experience in ICT procurement, recruitment, and contract management is desirable. Additionally, experience in providing administrative and programmatic support to a startup operation is beneficial.

Educational Background:
The educational requirement for this position is a high school diploma or equivalent. Candidates with a first-level university degree or higher will have a reduced experience requirement, highlighting the importance of educational qualifications in the selection process.

Experience:
The position requires a minimum of seven years of relevant experience in administration, procurement, finance, contract management, or a related area. This requirement is reduced to five years for candidates who hold a first-level university degree or higher. Experience with ERP systems like SAP is mandatory, while experience in ICT procurement and contract management is considered an asset. Furthermore, candidates with experience in supporting startup operations will have an advantage.

Languages:
The working languages of the United Nations Secretariat are English and French. For this position, proficiency in English is required, while knowledge of French is desirable. Candidates must meet the minimum required level for each language skill according to the UN Language Framework, which includes reading, writing, listening, and speaking.

Additional Notes:
This position is subject to budgetary approval and funding availability. It is a local recruitment position, meaning applicants must be authorized to work for the United Nations in New York. Candidates selected from outside the duty station will be responsible for their relocation expenses. Staff members subject to local recruitment are not eligible for allowances or benefits exclusive to international recruitment. The United Nations is committed to creating a diverse and inclusive work environment and does not discriminate based on gender identity, sexual orientation, race, religion, or disability. The recruitment process will adhere to the highest standards of efficiency, competence, and integrity.