Senior Programme Management Assistant, G7

Org. Setting and Reporting
- Responsibilities
- Within delegated authority and depending on location, the Senior Programme Management 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 Umoja 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. - 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. - Advises staff regarding the preparation, development, review, submission and follow-up of customized financial and technical reports, including mid-term and final reports of diverse technical cooperation programmes, as well as programme proposals, agreements and formal documentation. - Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. - Advises staff and provides expert assistance with matters related to procurement, inventory, archive management of financial and budget and administrative records of diverse nature. - Performs related administrative duties, as required (e.g., operational travel programme, monitoring accounts and processing payment to vendors and individual contractors for services, day-to-day administration of contracts betwe