Programme Management Assistant

Job Posting Organization:
The position is located within the Department of Political and Peacebuilding Affairs (DPPA), specifically in the security" style="border-bottom: 1px dotted #007bff !important;">Security Council Affairs Division (SCAD) and the Security Council Practices and Charter Research Branch (SCPCRB). The DPPA is dedicated to promoting peace and security globally, working to prevent conflicts and support peacebuilding efforts. The organization is part of the United Nations, which was established in 1945 and currently operates in multiple countries around the world, employing thousands of staff members committed to international cooperation and development.

Job Overview:
The Programme Management Assistant plays a crucial role in supporting the implementation of activities and processes for the Security Council Practices and Charter Research Branch. This includes managing administrative tasks related to budget, recruitment, and procurement to ensure the optimal functioning of the subprogramme. The assistant will be responsible for researching, compiling, analyzing, and summarizing data related to specific programmes and projects concerning the Security Council's work. Additionally, the role involves assisting in the planning and implementation of activities for the Trust Fund that supports the updating of the Repertoire of the Practice of the Security Council. The assistant will also monitor the status of Trust Fund proposals, ensuring all necessary documents are completed and submitted for approval, and will assist in preparing annual Trust Fund Cost Plans while interpreting budget guidelines. The position requires collaboration with programme/project managers and extensive liaison with various organizational units to facilitate project implementation and resolve any issues that arise.

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

• Providing assistance in the implementation of activities for the Security Council Practices and Charter Research Branch, including budget management, recruitment, and procurement.
• Researching and compiling data on specific programmes/projects related to the Security Council.
• Supporting the planning and implementation of activities for the Trust Fund, including monitoring proposals and ensuring timely submission of documents.
• Assisting in the preparation and analysis of annual Trust Fund Cost Plans and budget estimates.
• Monitoring and evaluating projects funded through the Trust Fund, including tracking and analyzing data related to outputs and resources utilized.
• Collaborating with programme/project managers on performance reporting and ensuring the accuracy of data submitted.
• Drafting programme/project summaries and coordinating the review process with relevant offices.
• Serving as a focal point for coordination and monitoring of programme/project implementation activities.
• Maintaining and updating files and internal databases, generating reports and other materials as needed. 1
• Drafting correspondence related to programme/project administration and providing guidance to new/junior staff.

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

• A high school diploma or equivalent is mandatory.
• A minimum of seven years of experience in programme or project administration, technical cooperation, 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 database management, data analysis, and reporting, particularly with Microsoft Excel and Power BI, is essential.
• Familiarity with budgetary and procurement processes within the UN Secretariat or another international organization is required.
• Proven experience in project planning, monitoring, and reporting, including the use of the UMOJA system, is necessary.
• Excellent drafting skills for preparing clear and concise reports and documents are required.
• Knowledge of UN administrative policies, rules, and regulations is essential.

Educational Background:
The educational background required for this position is a high school diploma or equivalent. While a higher education degree is not mandatory, possessing a first-level university degree can reduce the required years of experience, making candidates with such qualifications more competitive.

Experience:
Candidates must have a minimum of seven years of relevant experience in programme or project administration, technical cooperation, or a related area. This requirement is reduced to five years for those who hold a first-level university degree or higher. Experience in database management, data analysis, and reporting is crucial, along with familiarity with budgetary and procurement processes within the UN or similar organizations. Additionally, candidates should have experience in project planning, monitoring, and reporting, particularly using the UMOJA system.

Languages:
The mandatory language for this position is English, which is required at UN Level II proficiency in reading, writing, listening, and speaking. French is considered a desirable language, also requiring Level II proficiency in all areas. Proficiency in these languages is essential for effective communication within the United Nations Secretariat, which operates in both English and French.

Additional Notes:
This position is subject to local recruitment, meaning applicants must be authorized to work for the United Nations in New York. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The United Nations does not charge any fees during the recruitment process, and candidates must provide accurate information in their applications. The evaluation of candidates will be based on the information submitted, and those under serious consideration will undergo reference checks. The position may involve a probationary period of one year for new hires.