Program Management Assistant Jobs at UN

Position summary

This position is to contribute to the United Nations Human Settlement Programme in Nairobi, Kenya. Under the overall guidance and supervision of the Chief Technical Advisor and the direct supervision of the Programme Management Officer (PMO), the incumbent will be responsible for the following duties:

Program Management

• Project Management.
• Provide assistance in support of planning and implementation of activities/processes of the program.
• Research, compile, analyze, summarise, and presents basic information/data on specific programs/project and related topics.
• Assist in the coordination of project planning and preparation; monitors status of project proposals. Also, takes necessary action to ensure project documents are completed and submitted to relevant parties for approval.
• The focal point for coordination of program implementation activities, involving extensive liaison with different units on follow-ups, and backstop country office when need be.

Financial and Budget

• Review project documents for completeness and compliance with relevant rules and procedures and identify inconsistencies prior to submission for final approval.
• Prepare budget revisions to verify funds availability, and also ensure necessary approval and entry in Enterprise Resource Planning (ERP)/Umoja system.
• Compile, summarise and enter data on project delivery, identify shortfalls in delivery, deviations, budget overruns, etc., and bring it to the attention of management.

General Administration

• Review submissions of program requests ensuring that requisite information is included. Similarly, obtain necessary clearances, process, and follow-up on all administrative actions related to project implementation, e.g. recruitment, travel arrangements, organization of workshops, payments, procurement, etc.
• Prepare, maintain and update filing systems as well as generate periodic and ad hoc reports, statistical tables, graphic content, and other background materials to facilitate inspection and reviews.
• Provide assistance to the country team on reporting requirements and ensure completeness and accuracy of data submitted.
• Maintain calendar/schedules; monitor changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
• Furthermore, perform other relevant duties as assigned.

Requirements

In order to be eligible, candidates must have the following qualifications

• High School Diploma or equivalent. In addition to that, supplemental training in procurement, administration, finance, budget or related area is highly desirable.
• Global General Service Test (GGST) is a mandatory requirement for General Services and related categories in the United Nations Secretariat.
• At least five years of progressively responsible experience in procurement, project administration, budget support, general administration or related area.
• Experience in applying United Nations rules and procedures is desirable. Similarly, experience working with SAP Enterprise Resource Planning (ERP) systems, Excel, Access and other analytical tools is also desirable.