Senior Programme Management Assistant

3 semanas atrás

Brasilia, Brasil United Nations Tempo inteiro

This position is temporarily available for three months. This position is located in the Office of ECLAC in Brasilia. The Programme Assistant reports to the Chief of Section.

**Responsibilities**:
Within delegated authority and depending on location, the Programme Assistant may be responsible for the following duties:

- 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 wide range of programmes/projects and related topics, highlighting noteworthy issues/trends for consideration by appropriate parties.
- Tracks resolutions and other legislative decisions that affect programme/project content and oversees the preparation of the relevant database(s) to ensure the incorporation of programmatic and other changes enacted by legislation.
- Reviews, appraises and revises, as necessary, all submissions for substantive programmes/projects, ensuring compliance with guidelines and programme/project objectives; identifies problems/issues, seek clarification from departments, assess 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 through scheduled reporting, review meetings and missions.
- 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 reports on programme/project-related activities; drafts inputs for a wide range of documents/reports, briefings/debriefings, correspondence, etc.
- Serves as focal point for coordination, monitoring and expedition of implementation activities and participates in programme/project evaluation; monitor implementation at all stages to ensure work is proceeding according to established plans, including analysing implementation difficulties 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 notes 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.
- Supports the Raul Prebisch Library, including record keeping, library circulation functions and assistance with completeness of UN print and electronic documents collection.
- Assists communication of the Office, including relationship with press and media and update of the website.
- 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
- 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 e

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