Programme Management Assistant

Programme & Policy

Overview

Provide program management support and coordination.

You have:

• High school diploma or equivalent is required.
• Additional qualifications in finance, business administration or management, or information technology are highly desirable.
• A minimum of seven years of experience in an accounting and finance environment is required.
• Knowledge of Umoja and SAP is highly desirable.
• Experience in data cleansing and data entry is highly desirable.
• Fluency in oral and written English is required.
• Knowledge of another official United Nations language is an advantage.

Result of Service The contractor’s result would be the effective execution of assigned activities and provision of assistance in coordination of programme/project planning and implementation of activities under the supervision of the PMO and the Chief of Section.

The contractor will be expected to produce the following deliverables:

• Produce relevant research documents
• Generate Fund Commitments
• Create Purchase Orders
• Prepare budget estimates
• Prepare donor financial statements
• Compile and record implementing partner reports

• Draft program and project administration correspondence and communications

  Work Location Ethiopia

  Expected duration The contract will be for 3 months .

  Duties and Responsibilities BACKGROUND

The African Climate Policy Centre (ACPC) is a section within the Technology, Climate Change and Natural Resource Management Division of UNECA. It is also an integral part of the Climate for Development in Africa (ClimDev-Africa) programme, which is a joint initiative of the African Union Commission (AUC), the UNECA and the African Development Bank (AfDB).

In order to achieve the overall objective of the Section, financial transactions as well reports would need to be processed and generated for internal and external consumption. Funds provided by partners would have to be processed through the system to enable expenditures for projects in the pipeline. As part of this process chain, the expenditures would have to be recorded and reported in a timely fashion to enable the timely reflection of the consumption rate and effective spending of the allocations and positions. To this end, ACPC is seeking to recruit a Program Management Assistant to provide support to facilitate the necessary transactions and make available the information to all stakeholders for the section’s activities.

DUTIES AND RESPONSIBILITIES

Under the direct supervision of ACPC’s/TCND PMO and the Chief of Section (OIC), and within their delegated authority, the Program Assistant will be responsible for the following duties:

• Provide assistance in support of planning and implementation of work programme approved under ACPC activities/processes for, typically, a large and highly complex component of the departmental programme/project initiatives.
• Research, compile, analyse, summarize, and present basic information/data on specific programmes/project and related topics of ACPC.
• Assist in the coordination of programme/project planning and preparation; monitor status of programme/project proposals; take necessary action to ensure project documents are completed and submitted to relevant parties for approval.
• Compile and record funding agreements in Umoja.
• Compile and record implementing partner reports under Umoja.
• Prepare donor financial statements in a timely and accurate manner.
• Prepare funds commitment & purchase orders
• Assist in the preparation and analysis of programme/project budget proposals; provide assistance in the interpretation of budget guidelines; review and coordinate submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepare reports and ensure that outputs/services are properly categorized.
• Assist in the monitoring and evaluation of programmes/projects; categorize, update, track and analyse data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carry out periodic status reviews, identify issues and initiate requisite follow-up actions; prepare revised budget estimates; report on budget revisions, expenditures and obligations, verifies availability of funds; ensure necessary approval and entry in Umoja; initiate financial authorizations for expenditures.
• Provide assistance on reporting requirements, guidelines, rules and procedures and ensure completeness and accuracy of data submitted.
• Work with funding agencies in arranging financing modalities; obtain requisite clearances; ensure establishment of proper monitoring systems through scheduled reporting, review meetings and missions.
• Monitor budgetary commitments, including verification of charges and obligation documents in umoja for all financial transactions; prepare periodic budget revisions and ensure appropriate resource allocations; reconcile accounts with amended budget; evaluate trends of financial implementation and makes necessary recommendations to the POM.
• Arrange for formal closures of projects, final budget revision, transfer of equipment, clearance, publication and distribution of final report.
• Obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project 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.
• Prepare, maintain and update files (electronic and paper) and internal databases, generate a variety of periodic and ad hoc reports, and other background materials/notes to facilitate inspection and other reviews.
• Draft correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.
• Handles a wide range of administrative duties/processes using Umoja, that is travel arrangements, visa. applications, expense statements, telecommunications charges, conference room bookings, etc.).
• Provide assistant for the upcoming meetings in TCND including the ARFSD

• Perform other related duties as assigned.

  Qualifications/special skills Academic Qualifications: High school diploma or equivalent is required. Additional qualifications in the area of finance, business administration and management, or information technology is highly desirable. Knowledge of Microsoft Excel is highly desirable.

Experience: A minimum of seven years of experience in an accounting and finance environment, with strong IT skills is required. Particular attention is given to candidates who have knowledge of Umoja and SAP. Experience in data cleansing and data entry, and experience in the advanced use of Microsoft Excel is highly desirable.

Language: English and French are the working languages of the United Nations Secretariat. Fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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Added 3 years ago - Updated 1 year ago - Source: careers.un.org