Overview
Assists in the coordination of programme/project planning and preparation, monitors project proposals, and reviews project documents for compliance. Serves as a focal point for administrative coordination of programme/project implementation activities.
Key Responsibilities
- Assists in the coordination of programme/project planning and preparation work for medium-size and complex components of departmental programme/project initiatives.
- Monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
- Compiles, summarizes, and presents basic information/data on specific programmes/projects 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 and distributes project documents to relevant parties upon approval.
- Reviews budget revisions, verifies availability of funds, and ensures necessary approval and entry in computerized budget system.
- Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with diverse organizational units.
- Initiates requests, obtains necessary clearances, processes and follows 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.
- Drafts 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 complex 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, etc.
- Provides guidance/training to new/junior staff.
- Performs other duties as assigned.
Required Experience
A minimum of five 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 years for candidates who possess a first-level degree or higher. Experience in formatting reports and other documents is required. Experience working with an Enterprise Resource Planning (ERP) system such as Umoja or Inspira is desirable. Experience in organizing meetings (both virtual and in-person) including travel of meeting participants is desirable. Experience working with United Nations System and/or other similar international organizations is desirable.
Qualifications
High school diploma or equivalent is required.
