Programme Management Assistant

Job Posting Organization:
The position is located in the Office of the Director of the Division on Technology and Logistics of the United Nations Conference on Trade and Development (UNCTAD). UNCTAD was established in 1964 and is part of the United Nations Secretariat. Its mission is to promote the integration of developing countries into the world economy and to support their sustainable development. UNCTAD operates in over 190 countries and has a diverse workforce of approximately 1,000 employees. The organization focuses on trade, investment, finance, technology, and sustainable development, providing research, policy analysis, and technical assistance to developing countries.

Job Overview:
The Programme Management Assistant will play a crucial role in supporting the Director of the Division on Technology and Logistics at UNCTAD. This position involves a variety of administrative and programmatic tasks aimed at ensuring the smooth operation of the Division's major programme and project initiatives. The assistant will be responsible for coordinating planning and implementation activities, conducting research, compiling and analyzing data, and presenting information as required. The role also includes managing the Director's calendar, organizing meetings and travel arrangements, and ensuring that all project documents are completed and submitted for approval. The assistant will assist in budget preparation and monitoring, ensuring compliance with guidelines and providing necessary reports. This position requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders.

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

• Assisting the Director in coordinating and supporting planning and implementation activities for major programme/project initiatives.
• Researching, compiling, analyzing, summarizing, and presenting information on specific programmes/projects.
• Managing the overall administration of the Office of the Director, including monitoring the status of programme/project proposals and ensuring quality control.
• Providing front office assistance, organizing meetings, visits, and calls, and preparing files for the Director prior to missions or meetings.
• Assisting in the preparation and analysis of programme/project budget proposals and ensuring compliance with budget guidelines.
• Monitoring and evaluating programmes/projects, tracking data related to outputs and resources utilized, and preparing revised budget estimates.
• Collaborating with programme/project managers on performance reporting and ensuring accuracy of data submitted.
• Drafting programme/project summaries and coordinating the review and clearance process.
• Serving as a communications link between the Director and senior officials, providing support during high-level meetings. 1
• Maintaining and updating files and internal databases, generating reports and statistical tables. 1
• Drafting correspondence related to programme/project administration and providing guidance to new/junior staff.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A first-level university degree or higher is desirable and may reduce the required years of experience. The position requires a minimum of seven years of progressive responsible experience in programme or project administration, technical cooperation, or a related area. Experience supporting senior officials in administrative servicing for conferences or high-level meetings is essential. Familiarity with Enterprise Resource Planning (ERP) software and experience in supporting technical cooperation projects are also desirable qualifications.

Educational Background:
The minimum 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, making them more competitive for the role. This educational background is essential for understanding the complexities of programme/project administration and the technical aspects of the work involved.

Experience:
The position requires a minimum of seven years of progressively responsible experience in programme or project administration, technical cooperation, or a related area. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to five years. Relevant experience within the UN System or international organizations is highly desirable, particularly in supporting senior officials and managing administrative tasks related to high-level meetings and conferences.

Languages:
English and French are the working languages of the United Nations Secretariat. For this position, proficiency in English is required at UN Level III. Knowledge of either French, Arabic, Chinese (Mandarin), Russian, or Spanish is desirable, with a minimum proficiency of UN Level I for these languages. This multilingual capability is essential for effective communication within the diverse environment of the United Nations.

Additional Notes:
This is a temporary position funded by a project, with an initial duration of three months, starting as soon as possible. The United Nations is committed to achieving gender balance in its workforce, and female candidates are strongly encouraged to apply. Candidates should be aware that there is no expectation of a fixed-term appointment following this temporary assignment. The position may involve periodic assessments and interviews as part of the selection process. The United Nations does not charge any fees at any stage of the recruitment process.