The position is located in the Improvised Explosive Device (IED) Threat Mitigation Advisory Team (TMAT) of the United Nations Mine Action Service (UNMAS), Office of Rule of Law and Security Institutions (OROLSI) within the Department of Peace Operations (DPO). The Programme Management Assistant will report to the Chief of Threat Mitigation Advisory Team (TMAT). Established in 1997, UNMAS works to eliminate the threat posed by mines, explosive remnants of war and improvised explosive devices by coordinating United Nations mine action, leading operational responses at the country level, and supporting the development of standards, policies and norms. As a specialized service of the United Nations located within the Department of Peace Operations, UNMAS operates under UN legislative mandates of both the General Assembly and the Security Council. UNMAS also responds to specific requests for support from the UN Secretary-General or designated official.
Responsibilities
Within limits of delegated authority, the Programme Management Assistant is responsible for the following duties:
Assists in the coordination of programme/project planning and preparation work for departmental programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues.
Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.
Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
Provides guidance/training to new/junior staff.
Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
Assists with visualizations and updating information material such as web pages or brochures.
Performs other duties as assigned.
Education
High school diploma or equivalent is required.
Work Experience
A minimum of five (5) years of progressively responsible experience in programme or project administration, technical cooperation, finance, budget, human resources or related area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Experience working with Enterprise Resource Planning (ERP) or Systems Applications and Products (SAP) e.g. Umoja (Travel, Requisitioning and Budget modules) or similar is required. Experience in working with a talent management system (e.g. inspira) is desirable. Experience working in an international organization or within the United Nations system is desirable. Experience in coordinating or organizing activities with an inter-governmental organization, government organization, or international organization is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English (both oral and written) is required.
