Programme Management Assistant

Org. Setting and ReportingThis position is located in the Service Provision Platform (SPP) Unit of the Division of Administration of the Economic Commission for Latin America and the Caribbean (ECLAC). The Programme Management Assistant reports to the head of the Service Provision Platform. ResponsibilitiesUnder the overall supervision of the head of the Service Provision Platform (SPP), the Programme Management Assistant will be responsible for the following duties: • Assists in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental cost recovery initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval. • Compiles, summarizes, and presents data on cost recovery performance, specific services, and budget allocations to support SPP in optimizing service delivery and financial management. . • Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval. • Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system. • Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, authorization of payments, disbursement of funds, procurement of equipment and services, etc. • Prepares information for billing clients through Sales Orders and Service Orders using Umoja ERP, including Cost Assignment Cycles, cost centers, and budget allocations, for services provided by various administrative units. • Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management potential impacts on service delivery performance. • Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, and financial summaries using Excel, Power BI, and Umoja Analytics, etc. • Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc. • Provides guidance/training to staff and clients in cost recovery processes and administrative procedures, while maintaining proactive communication to ensure internal and external client needs. • Assists with the collection and analysis of data as well as preparation of data presentations, visualizations on cost recovery performance, and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information material such as SharePoint web pages or brochures. • Performs other duties as assigned. Competencies• PROFESSIONALISM: Knowledge of internal policies, 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 work well with figures, undertake basic research and gather information from standard sources. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Able to perform analysis, modeling and interpretation of data in support of decision-making. • COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • 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. EducationHigh school diploma or equivalent is required. NOTE: For positions in the General Service category, candidates are required to clearly indicate in their Applicant Profile (AP) relevant information confirming completion of High School. Job - Specific QualificationSupplementary technical studies or university courses in administration, programme management, finance, or a related field is desirable. Work ExperienceAt least 5 (five) years of experience in programme or project administration, technical cooperation or related area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university. Experience in financial management, budget planning, or cost tracking is desirable. Experience in managing project finances, monitoring expenditures, and maintaining financial records is desirable. One (1) year or more of experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Spanish is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).