Overview
The Programme Management Assistant supports the implementation of extrabudgetary activities for the Office for Disarmament Affairs, particularly concerning the Biological Weapons Convention. The role involves assisting in project planning, monitoring, and administrative coordination.
Key Responsibilities
- Assists in the coordination of project planning and preparation.
- Monitors status of project proposals and receipt of relevant documentation.
- Compiles, summarizes, and presents basic information/data on project topics.
- Reviews project documents, especially cost plans/budgets, for completeness and compliance.
- Identifies inconsistencies in project documents.
- Distributes project documents to relevant parties upon approval.
- Reviews budget revisions.
- Verifies availability of funds.
- Ensures necessary approval and entry in computerized budget systems.
- Serves as focal point for administrative coordination of project implementation activities.
- Initiates requests, obtains necessary clearances, and processes administrative actions.
- Compiles, summarizes and enters data on project delivery.
- Drafts related status reports, identifying shortfalls and budget overruns.
- Drafts correspondence on budget-related issues.
- Prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets.
- 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.
- Assists with the collection and analysis of data.
- Assists with preparation of data presentations and reports.
- Performs other duties as assigned.
Required Experience
A minimum of five (5) years of experience in programme or project administration, technical cooperation or related area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Experience in project administration and financial management, preferably in the context of the United Nations or other international organisations is desirable. Experience using ERP systems, such as Umoja, SAP or similar is desirable. Experience in supporting projects related to implementation of legally binding instruments is desirable.
Qualifications
High school diploma or equivalent.
