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Job Title:   Programme Management Assistant (UN Jobs)

Organisation: United Nations Office of Internal Oversight Services (OIOS)

Duty Station: Entebbe, Uganda

Job Opening Number: 233128

About Organisation:

The Office of Internal Oversight Services (OIOS) was established in July 1994 as an operationally independent office that assists the Secretary-General in fulfilling his internal oversight responsibilities in respect of the resources and staff of the Organization through monitoring, internal audit, inspection, evaluation and investigation. The Office has the authority to initiate, carry out and report on any action it considers necessary to fulfill its responsibilities with regard to its oversight functions.

Key Duties and Responsibilities:   The Programme Management Assistant will be responsible for the following duties:

• Provide assistance in support of planning and implementation processes for the inspections and programme/project initiatives
• Research, compile, analyse, summarize, and present basic information/data on specific programmes/project in order to facilitate an in-depth analysis of data by evaluation officers. Assemble and examine statistics and other data relevant to evaluation topics by identifying the subject areas, sources of data, their reliability and compatibility, and means for their aggregation and further analysis. As directed by supervisors, prepare succinct summaries and extracts of information related to a specific aspect or area of evaluation
• Assist in the coordination of project planning and preparation in the conduct of inspections, in-depth and thematic evaluations; monitor their status of proposals; take necessary action to ensure project documents are completed and submitted to relevant parties for approval
• 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. Prepare inspections, in-depth and thematic evaluation reports for final processing as General Assembly documents, as required by the Department for General Assembly and Conference Management. Oversee the finalization of the outgoing reports

• Assist in the monitoring and follow up on recommendations from the inspections, in-depth and thematic evaluations; update the internal database, carry out periodic status reviews, identify issues and initiate requisite follow-up actions; prepare revised budget estimates; report on budget revisions, expenditures and obligations; verify availability of funds; ensure necessary approval and entry in computerized budget system; initiate financial authorizations for expenditures
• Collaborate with programme/project managers on performance reporting; liaise with relevant parties on the interpretation of the activities; provide assistance on reporting requirements, guidelines, rules and procedures, and ensure completeness and accuracy of data submitted
• Draft programme/project summaries, coordinate review and clearance process, and coordinate with editor, translation services, etc. on finalization and publication of reports in multiple languages
• Draft correspondence and communications related to all section inspections and evaluations of programme/project administration, including workplan and budgets, revisions and other related issues, as well as prepare unit contributions for a variety of periodic reports
• Serve as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, maintain and expand contacts with Secretariat departments, offices, funds and programmes, as well as other UN agencies and relevant non-UN entities; obtain necessary clearances, process and follow up on administrative actions and resolve issues related to project implementation, e.g., recruitment and appointment of personnel/consultants, travel arrangements, organization of and participation in training/workshops, processing of payments, procurement of equipment and services, etc.; assist with identifying, contacting and arranging meetings with evaluation focal points during the conduct of inspections and evaluations; prepare summary reports and notes to file in such a manner that they reflect the most important points discussed and attribute them to participants; take notes for the entry and exit conferences during the conduct of an inspection and evaluation
• Prepare, maintain and update files (electronic and paper) and internal databases; generate a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspections, evaluations and other reviews
• Perform other duties as assigned

Qualifications, Skills and Experience:

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of seven years of experience in programme management or related area is required.
• Experience working with an Enterprise Resource Planning (ERP) application, such as SAP or a similar software, is desirable.
• Experience working with Human Resource Management Systems (HRSM), such as Oracle PeopleSoft or a similar software, is desirable.
• Experience working with Excel or a similar spreadsheet application is desirable.
• 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 English is required. Knowledge of another official language of the United Nations is desirable.

Competencies

• Professionalism: Knowledge of internal policies, such as Financial Regulations and Rules of the United Nations, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to conduct research and retrieve materials from various sources, maintain accurate records, and process a wide variety of data. Ability to identify and resolve data discrepancies; possession of good analytical and problem-solving skills. Demonstrated ability to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender parity by ensuring the equal participation and full involvement of women and men in all areas of work.
• Teamwork: Works collaboratively with colleagues to achieve Organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

How to Apply:
All suitably qualified and interested candidates desiring to serve the United Nations Office of Internal Oversight Services (OIOS) in the aforementioned capacity should express their interest by visiting the UN recruitment website and clicking the link below

Click Here

Deadline: 25th September 2024

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