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Job Title
PROGRAMME ASSISTANT, G7
Department/ Office
Economic Commission for Africa
Duty Station
ADDIS ABABA
Posting Period
3 December 2012-2 January 2013
Job Opening number
12-PGM-ECA-24833-R-ADDIS ABABA (R)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational Setting and Reporting
This position is located in the Office of Strategic Planning and Programme Management (OPM) at the United Nations Economic Commission for Africa at Addis Ababa, Ethiopia. The incumbent will work under the direct supervision of the Director of the Division.
Responsibilities
The incumbent:
Independently provides full range of programme/project management and implementation assistance at all phases of the programme/project cycle for, typically, a large and highly complex component of the departmental programme/project initiatives, seeking guidance only in exceptional circumstances.
Researches, compiles, analyses, summarizes, and presents basic information/data on a wide range of programme/project and related activities, highlighting noteworthy issues/trends for consideration by appropriate parties.
Tracks resolutions and other legislative decisions that have implications for programme/project development and implementation . Oversees the development of database(s) to ensure the availability of relevant information on programmas/projects.
Reviews, appraises and revises, as necessary, all submissions for substantive programmes/projects, assists in ensuring compliance with guidelines and programme/project objectives; identifies problems/issues, seeks clarification from departments, assesses replies, and prepares a summary for the manager with suggestions for further action.
Works with funding agencies in arranging financing modalities; obtains requisite clearances; ensures establishment of proper monitoring systems, including scheduled reporting, reviews meetings and missions.
Provides support in drafts budget and forecast based on submissions; prepares monitoring checklists, identifying stages of programme/project development, funding source, inputs by reviewing internal and external bodies, and follow-up actions required.
Monitors budgetary commitments, including verification of charges and obligation documents in IMIS for all financial transactions; prepares periodic budget revisions and ensures appropriate resource allocations; reconciles accounts with amended budget; evaluates trends of financial implementation and makes necessary recommendations to line manager.
Prepares newsletters on programme/project-related activities; prepares inputs for a wide range of documents/reports, briefings/debriefings, correspondence, etc.
Serves as focal point for coordination and monitoring of implementation of activities and participates in programme/project evaluation; monitors implementation at all stages to ensure work is proceeding according to established plans, including analysing implementation challenges and initiating remedial action; liaises with diverse organizational units to initiate requests; prepares standard terms of reference against programme/project objectives, obtains necessary clearances, processes and follows-up on administrative actions and resolves issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organization of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
Arranges for formal closures of projects, final budget revision, transfer of equipment, clearance, publication and distribution of final report.
Provides secretariat services to committees, ad hoc tasks forces, etc.; drafts and circulates agenda to members/participants; assembles background documentation; drafts minutes of the meeting; monitors follow-up actions, etc.
May undertake mission/field work in support of above activities, e.g. specific administrative, operational/control tasks for programme/project activities.
Establishes internal databases; sets up, files, stores and manages data and information relevant to the scope of programme/project activities.
Supervises office support staff, including distribution and review of work assignments, training, and inputs to performance evaluation.
Performs other duties as assigned.
Competencies
Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify, independently assess, formulate recommendations and/or resolve a wide range of issues/problems, undertake research and gather information from standard sources and to work well with figures including ability to analyze and understand financial data. Ability to design information data bases from multiple sources into an integrated programme evaluation system. Ability to direct, supervise and train office support staff. Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness and ability to deal proactively and tactfully with offices throughout the organization. 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& 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.
Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
Education
High school diploma or equivalent. A post secondary education in management, social science or directly related fields are desirable. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.
Work Experience
Ten years of progressive experience in programme management or project administration or related area.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Assessment Method
A competency-based interview and other assessment method will be conducted as part of the recruitment process for this position.
Special Notice
Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.
Passing the Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognized locally-administered test at a United Nations Office is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.
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