Programme Management Assistant

Job Advertisement

Position Title: Programme Management Assistant
Location: Santiago
Country: Chile
Deadline Date: Not specified

Job Details

Job Posting Organization:
The Programme Management Assistant position is located within the Division of Administration of the Economic Commission for Latin America and the Caribbean (ECLAC), which is one of the five regional Commissions of the United Nations. ECLAC was established in 1948 with the mission to contribute to the economic and social development of the region. The organization focuses on designing, monitoring, and evaluating public policies, providing advisory services, expertise, and training to governments, and supporting regional and international cooperation and coordination activities. ECLAC operates in various countries across Latin America and the Caribbean, aiming to foster sustainable development and reduce inequalities in the region. For more information, visit their website at www.eclac.org.

Job Overview:
The Programme Management Assistant plays a crucial role in supporting the Chief of Division by assisting in the coordination of program and project planning and preparation work. This position is responsible for monitoring the status of program/project proposals and ensuring that all relevant documentation is received for review and approval. The assistant compiles, summarizes, and presents basic information and data on specific programs and related topics, reviews project documents for completeness and compliance with rules and procedures, and identifies inconsistencies. The role also involves administrative coordination of program/project implementation activities, requiring extensive liaison with various organizational units to initiate requests, obtain necessary clearances, and process administrative actions such as recruitment, travel arrangements, and procurement. The assistant is expected to draft correspondence, prepare reports, and provide general office assistance, including responding to complex information requests and organizing meetings. Additionally, the assistant will assist in data collection and analysis, preparation of presentations, and updating information materials such as web pages or brochures. Overall, this position requires a proactive approach to support the division's objectives and ensure effective program management.

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

• Assisting in the coordination of program/project planning and preparation work 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 relevant rules and procedures prior to submission for final approval.
• Identifying inconsistencies in project documents and distributing them to relevant parties upon approval.
• Reviewing budget revisions, verifying the availability of funds, and ensuring necessary approvals are obtained.
• Serving as the focal point for administrative coordination of program/project implementation activities, involving extensive liaison with diverse organizational units.
• Compiling, summarizing, and entering data on project delivery and drafting related status reports.
• Drafting correspondence on administration-related issues and preparing periodic reports, briefing notes, and statistical summaries. 1
• Providing general office assistance, responding to complex information requests, and maintaining files and records. 1
• Organizing meetings and workshops, and handling routine administrative tasks. 1
• Providing guidance and training to new or junior staff. 1
• Assisting with data collection and analysis, and preparation of data presentations and reports. 1
• Assisting with visualizations and updating information materials. 1
• Performing other duties as assigned.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. For positions in the General Service category, it is essential to clearly indicate relevant information confirming completion of high school in the Applicant Profile. Additionally, candidates should have at least five years of experience in program or project administration, technical cooperation, data management, or a related area. This experience requirement is reduced to three years for candidates with a first-level university degree or higher. Experience in managing databases and working with Enterprise Resource Planning (ERP) Systems, such as Umoja and/or Inspira, is desirable. Furthermore, candidates should have at least one year of experience in data analytics or a related area, and experience working within the UN System or in human resources, finance, or related areas is also desirable.

Educational Background:
The educational requirement for this position is a high school diploma or equivalent. Candidates must clearly indicate their educational qualifications in their Applicant Profile, especially for positions in the General Service category. There are no specific job-specific qualifications mentioned beyond the high school diploma requirement.

Experience:
The position requires a minimum of five years of relevant experience in program or project administration, technical cooperation, data management, or a related area. However, this requirement is reduced to three years for candidates who possess a first-level university degree or higher. Experience in managing databases and familiarity with Enterprise Resource Planning (ERP) Systems, such as Umoja and/or Inspira, is considered desirable. Additionally, having at least one year of experience in data analytics or a related area is beneficial, as is experience working within the UN System or in human resources, finance, or related fields.

Languages:
Fluency in both English and Spanish is required for this position, as English and French are the working languages of the United Nations Secretariat, while Spanish is a working language of ECLAC. Proficiency in these languages is essential for effective communication and collaboration within the organization.

Additional Notes:
This position is temporarily available until December 202

• If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. The appointment for positions in the General Service category is done on a local basis, meaning applicants must be recruited in the country or within commuting distance of the office, regardless of nationality. Applicants will be responsible for any expenses incurred in taking relevant examinations and for any costs related to traveling and relocating to the duty station if offered employment. Additionally, applicants for positions subject to local recruitment must be authorized to work in the country. The United Nations promotes flexible working arrangements, which may include staggered working hours, compressed work weeks, and telecommuting options. However, flexibility is subject to organizational needs and should be discussed at the final stage of the offer. The United Nations is committed to diversity and inclusion, encouraging female candidates to apply and ensuring equal opportunities regardless of gender identity, sexual orientation, race, or other backgrounds. Reasonable accommodations may be provided for applicants with disabilities upon request.