Senior Programme Management Assistant

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Description

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This position is located in the Conventional Arms Branch (CAB) of the United Nations Office for Disarmament Affairs (ODA) in New York. The incumbent reports to the Chief of CAB. CAB works to prevent the proliferation of conventional arms and provides support to the United Nations and Member States in the implementation of measures and instruments on conventional arms regulation, including small arms and light weapons and conventional ammunition.

Responsibilities

• Independently provides full range of programme management and implementation assistance at all phases of CAB’s programme on through-life conventional ammunition management, seeking guidance only in exceptional circumstances.
• Researches, compiles, analyses, summarizes, and presents basic information/data related to the Global Framework on Through-life Conventional Ammunition Management, highlighting noteworthy issues/trends for consideration by appropriate parties.
• Tracks resolutions and other legislative decisions that affect programme content and oversees the preparation of the relevant databases to ensure the incorporation of programmatic and other changes enacted by the resolutions.
• Reviews, appraises and revises, as necessary, all submissions related to the programme, ensuring compliance with guidelines and programme objectives; identifies problems/issues, seeks clarification from departments, assesses replies, and prepares a summary for the manager with suggestions for further action.
• Drafts budget and forecast based on submissions; prepares monitoring checklists, identifying stages of programme development, funding source, inputs by reviewing internal and external bodies, and follow-up actions required. 
• Monitors budgetary commitments, including verification of charges and obligation documents in UMOJA for all financial transactions; prepares periodic budget revisions and ensures appropriate resource allocations; reconciles accounts with amended budget; evaluates trends of financial implementation and makes necessary recommendations to line manager.
• Prepares newsletters on programme-related activities; drafts inputs for a wide range of documents/reports, briefings/debriefings, correspondence, etc.
• Serves as focal point for coordination, monitoring and expedition of implementation activities and participates in programme evaluation; monitors implementation at all stages to ensure work is proceeding according to established plans, including analysing implementation difficulties and initiating remedial action; liaises with diverse organizational units to initiate requests; prepares standard terms of reference against programme objectives, obtains necessary clearances, processes and follows-up on administrative actions and resolves issues related to project implementation, e.g. recruitment and appointment of personnel, selection and contracting of consultants, travel arrangements, organization of and participation in trainings, meetings and other events, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Arranges for formal closures of projects, final budget revision, transfer of equipment, clearance, publication and distribution of final report.
• Provides administrative support and secretariat services to intergovernmental processes, committees, ad hoc tasks forces, working groups etc.; drafts and circulates agenda notes to members/participants; assembles background documentation; drafts minutes of the meeting; monitors follow-up actions, etc.
• May undertake mission/field work in support of above activities, e.g. specific administrative, operational/control tasks for programme activities. 
• Establishes and maintains databases; collects, sets up, files, stores, manages and updates data and information relevant to the scope of programme activities.   
• Supervises office support staff, including distribution and review of work assignments, training, and inputs to performance evaluation.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Performs other duties as assigned.

Education:

High school diploma or equivalent is required.

Work Experience:

• A minimum of ten (10) years of progressively responsible experience in programme or project administration, technical cooperation or related area is required.
• The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first-level university degree or higher.   
• Experience in providing secretariat services to intergovernmental processes is required.   
• Experience in UMOJA or similar Enterprise Resource Planning platforms is required.   
• Experience working with complex, multi-partner projects is desirable.   
• One (1) year or more of experience in data analytics or related area is desirable.

Languages:

• English and French are the working languages of the United Nations Secretariat.
• For the post advertised, fluency in oral and written English is required.
• Knowledge of another official United Nations language is desirable.

Source: https://careers.un.org/jobSearchDescription/257706?language=en

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