Programme Management Assistant

Client of United Nation careers

Within limits of delegated authority and depending on location, the Programme Assistant will be responsible for the following duties:

• Provides assistance in support of planning and implementation activities/processes for the Programme Office in Baghdad;
• Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics;
• Assists in the coordination of programme/project planning and preparation; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval;
• Assists in the preparation and analysis of programme/project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized;
• Assists in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures;
• Collaborates with programme/project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled in the PB and various planning instruments such as the medium-term plan and internal work plans; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted;
• Drafts programme/project summaries, coordinates review and clearance process, and coordinates with editor, translation services, etc. on finalization and publication of report multiple languages;
• Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc;
• Prepares, maintains and updates files (electronic and paper) and internal databases; organizes and maintain the SharePoint; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews;
• Drafts correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports;
• Organizes and provides logistical support for conferences, workshops and official events and meetings.
• Identifies office technology needs, and coordinates maintenance of equipment, software, systems and other related logistical needs and requirements.
• Assists in the elaboration of resource requirements for budget submissions and in the preparation of budget performance reports, analysing variances between approved budgets and actual expenditures.
• Prepares or customizes financial reports from Umoja-generated reports; gathers and consolidates data for financial planning.
• Processes financial transactions, including initiating Shopping Carts for goods and services, raising Fund Commitments, and processing payments to vendors and individual contractors, ensuring correctness of Umoja budget codes.
• Provides guidance and training to new/junior staff.
• Performs other duties as assigned.