Programme Management Assistant

This position will be temporarily vacant for a period of nine months.
This position is located in the office of ECLAC in Brasilia.The Programme Assistant reports to the Deputy Chief of Office.
**Responsibilities**:
Within delegated authority, the Programme 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, ensuring compliance with relevant legal, financial and other requirements.
- 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.
- Cooperates with reviews of budget revisions; verification of availability of funds; the necessary approval and entry in computerized budget system.
- Assists the administrative coordination of programme/project implementation activities, involving extensive liaison with 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.
- Contributes to the drafting of 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 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.
- Assists with collecting and analysing data and preparing 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.
- Coordinates extensively with service units
- Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
- Provides secretarial, administrative, and logistics support to seminars, conferences and workshops, processing travel of staff and meeting participants.
- Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
- Provides assistance in the guidance/training to new/junior staff.
- Performs other duties as assigned.
Competencies
- 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.
- Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within the prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Education
High school diploma or equivalent is required.
Work Experience
At least three years of experience in programme or project administration, technical cooperation or related area is required.
One (1) year or more of experience, in the field of sustainable development or related areas, in planning and organization of meetings and events is desirable.
One (1) 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. For the post advertised, fluency in oral and written English and Spanish is required. Knowledge of Portuguese is desirable.
NOTE: ‘Fluency’’ equals a rating of ‘’fluent’’ in all four areas (speak, read, write, and understand) and ‘’knowledge’’ equals a rating of ‘’confident’’ or “fluent’ in two of the four areas.
Assessment
Applicants will be assessed based on

---