Programme Management Assistant

hace 2 semanas

Santiago de Chile United Nations A tiempo completo

This position will be temporarily vacant for a period of three months. This position is located in the Division for Gender Affairs (ECLAC, Santiago). The Programme Assistant reports to the Chief of the Division.

**Responsibilities**:
Under the overall supervision of the Chief of the Division, the Programme Management Assistant will be responsible for the following duties:

- Assists in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the 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.
- Performs other duties as assigned.
- 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.

Competencies
- Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
- 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.

Education
High school diploma or equivalent is required.

Work Experience
At least five years of experience in programme or project administration, technical cooperation or related area is required.

One year or more of experience in data analytics or related area is desirable.

Languages
English and French are the working languages of the United Nations Secretariat; and Spanish is a working language of ECLAC. For the position advertised, fluency in English is required; and fluency of Spanish is required. Knowledge of another official United Nations language is an advantage.

NOTE: ‘Fluency’’ equals a rating of ‘’fluent’’ in all four areas (speak, read, write, and understand).

Assessment
Applicants will be assessed based on the information provided in their APs. Short-listed applicants might be contacted by the Hiring Manager for further assessment.

Special Notice

- This position will be temporarily vacant for a period of three months.
- While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

United Nations Considerations

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capac

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