Project Assistant

Org. Setting and ReportingThis position is located in the DC2 Renovation Project (DC2RP), Planning Design and Construction Section (PDCS), Facilities and Commercial Activities Service (FCAS) Division of Administration (DOA), Department of Operational Support (DOS). The incumbent directly reports to the Senior Project Officer of the DC2RP. The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration. ResponsibilitiesWithin limits of delegated authority and depending on location, the Programme Assistant may be responsible for the following duties: • Organizes and schedules meetings, prepares agendas, and drafts accurate and timely meeting minutes. • Researches, compiles, analyses, summarizes, and presents basic information/data on specific project and related topics. • Tracks and follows up on action items assigned to consultants and team members to ensure timely completion. • Supports the administrative functioning of project-related committees, including document preparation, logistics coordination, and communication with stakeholders. • Assists in the preparation and analysis of project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of project 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. • Provides project and coordination support to the Senior Project Officer, project team and associated committees. • Assists in monitoring deadlines and ensuring alignment with project timelines. • Acts as a central point of contact for project queries and supports the overall efficiency of project operations. • Collaborates with project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled in the PB and various planning instruments such as the medium-term plan and internal work plans; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted. • Drafts project summaries, coordinates review and clearance process, and coordinates with editor, translation services, etc. on finalization and publication of report multiple languages. • Maintains organized records of project documentation and correspondence. • Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews. • Drafts correspondence and communications related to all aspects of project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports. • Provides guidance and training to new/junior staff. • 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. 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 identify and resolve a range of issues/problems and 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. • 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. • 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of 7 years of experience in programme or project administration, technical cooperation or related area is required 1 year or more of experience in data analytics or related area is required. Experience in providing administrative support for programmes and or projects is desirable. Experience in tracking and following up on action items assigned to consultants and team members to ensure timely completion is desirable LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English 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).