Programme Management Assistant at United Nations Human Settlements Programme

Job Description

Responsibilities
• Independently performs the full range of office management and administrative support functions in the ERSKI Division; provides direct assistance to the Director, her/his office, a senior officer or manager responsible for a major programme, such as a branch or division.
• Maintains liaison with the Director and with senior officials in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the unit’s outputs, products or tasks.
• Ensures smooth and efficient information flow within the unit; prepares and processes confidential information with discretion; assists in the development of office administrative systems and procedures.
• Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches.
• Provides assistance in the coordination of service-wide activities such as meetings, training, special projects and events.
• Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; may coordinate the work of office support staff in providing meetings servicing/administrative support to various sessions of commissions and other bodies.
• Attends meetings, prepares minutes, monitors follow-up activities.
• Supports Director’s preparation on key issues in line with the Division’s priorities; responds or drafts responses to a wide range of correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Carries out quality control function for outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style. • Responds to complex information requests and inquiries.
• Assists in the preparation of presentation materials using appropriate technology/software. • May provide some specialized support to unit (e.g. technology support, editing, desktop publishing).
• Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
• Performs a variety of administrative duties (e.g. leave recording, meeting organization, reservations, office supply and equipment orders), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense claims, vouchers, visa applications).
• Maintains files (both paper and electronic) and databases for work unit.
• 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.

Competencies
PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in particular those related to administration, programme administration and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. The ability to perform analysis, modeling and interpretation of data in support of decision-making. Ability to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Education
High school diploma or equivalent is required.

Work Experience
A minimum of five (5) years of experience in programme or project administration, technical cooperation or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level degree or higher. Experience in drafting and editing correspondence, as well as preparing accurate and concise meeting notes using Microsoft Office applications, is required. Experience working with an Enterprise Resource Planning (ERP) system such as SAP is required. Experience working in a front office is desirable. Experience working with United Nations System and/or other similar international organizations is desirable. A minimum of one (1) year or more of experience in data analytics or related area is desirable.