RITD: Project Management Assistant

Result of Service Provides reliable assistance in the coordination of programme/project planning and implementation activities and basic research support. Demonstrates understanding of the context of programmes/projects and issues in assigned area and uses increasing independence in processing of work and follow-up actions. Demonstrates initiative in the identification and resolution of issues/problems. Is well organized, produces accurate reports, records and/or data, put together with only general guidance. Consistently applies appropriate policies, guidelines and procedures. Effectively, and in timely manner, liaises and interacts with colleagues and concerned parties internally and externally.

Work Location Addis Ababa

Expected duration The contract will be for 6 months starting from the date of signature.

Duties and Responsibilities This position is located in the Regional Integration and Trade Division, at United Nations Economic Commission for Africa (UNECA). Under the overall guidance of the Director of RITD and the direct supervision of the Programme management Officer of RITD, the Project Management Assistant will be working on the following duties and responsibilities:

• Provides assistance in support of planning and implementation of activities/processes for all projects approved under RITD, typically, a large and highly complex component of the departmental project initiatives.

• Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics of RITD.

• Assists in the coordination of programme/project planning and preparation; monitors status of programme/project proposals; takes 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.

• Preparation of funds commitment & purchase orders.

• Assists in the preparation and analysis of programme/project 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 in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, 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 Umoja; initiates financial authorizations for expenditures.

• provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.

• Monitors budgetary commitments, including verification of charges and obligation documents in Umoja for all financial transactions; ensures establishment of proper monitoring systems through scheduled reporting; prepares periodic budget revisions and ensures appropriate resource allocations; reconciles accounts with amended budget; evaluates trends of financial implementation and makes necessary recommendations to the PMO.

• Supports the PMOs with the 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, organization 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, generates a variety of periodic and ad hoc reports, and other background materials/notes to facilitate inspection and other reviews.

• Drafts 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.

• Performs other duties as assigned.

Work implies frequent interaction with the following:

Colleagues and senior staff associated with assigned programmes/projects. Staff in Divisions across the institution, e.g. Procurement, Administration/Finance/Budget, Translation, Human Resources, etc. Officials in field offices, implementing agencies, etc., including Resident Representatives, National /Programme Coordinators, etc. Government officials, academics and other members of civil society.

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. Experience: A minimum of seven years of experience in programme or project administration, technical cooperation or 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.