Overview
Provides assistance in support of planning and implementation of activities/processes for the Hostage Incident Management Unit (HIMU) project initiatives. Researches, compiles, analyses, summarizes, and presents basic information/data on specific activities for HIMU and related topics.
Key Responsibilities
- Provides assistance in support of planning and implementation of activities/processes for HIMU project initiatives.
- Researches, compiles, analyses, summarizes, and presents basic information/data on specific activities for HIMU and related topics.
- Assists in the coordination of HIMU planning and preparation; monitors status of unit proposals; takes necessary action to ensure unit documents are completed and submitted to relevant parties for approval.
- Assists in the coordination of travel arrangements globally for clients, ensuring liaison with Executive office and other departments and monitors progress though UMOJA, including travel to locations globally to assist with setting up conference facilities, technical support and liaison with vendors.
- Assists in the preparation and analysis of budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
- Assists Chief HIMU in the monitoring and evaluation of HIMU Training project; categorizes, updates, tracks and analyses data related to the project, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures.
- Collaborates with the Chief and involved parties on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled in the PB and various planning instruments such as the medium-term plan and internal work plans; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
- Drafts project summaries, coordinates review and clearance process, and coordinates with editor, translation services, etc. on finalization and publication of report multiple languages.
- Serves as focal point for coordination, monitoring and expedition of unit implementation activities, involving extensive liaison with diverse organisational units to initiate requests, prepare standard terms of reference against unit objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
- Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
- Collect and analyze data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.
- Drafts correspondence and communications related to all aspects of HIMU administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.
- Performs other duties as assigned.
Required Experience
- A minimum of seven (7) years of experience in programme or project administration, technical cooperation or related area is required.
- The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.
- Experience in making travel arrangements and processing it using an Enterprise Resource Planning (ERP) system, such as Umoja or equivalent, is required.
- Experience in the use of Microsoft applications, i.e. Word, Excel, Powerpoint and SharePoint Online is required.
- Experience in organizing and supporting trainings and conferences is desirable.
- At least two years of experience in administration/programme management with the United Nations or similar international organization is desirable.
- Experience in managing databases as well as in registry and record keeping systems is desirable.
Qualifications
• High school diploma or equivalent.
