Senior Programme Management Assistant

Org. Setting and ReportingThis position is located in the Office of ECLAC in Brasilia. The Senior Programme Management Assistant reports to the Chief of Section. The Economic Commission for Latin America and the Caribbean is one of the five regional Commissions of the United Nations. It was founded in 1948 with the purpose of contributing to the region's economic and social development. Its mission includes the design, monitoring and evaluation of public policies and the provision of advisory services, expertise and training to Governments, as well as support for regional and international cooperation and coordination activities. Please visit our website at www.eclac.org for further information. ResponsibilitiesWithin delegated authority and depending on location, the Senior Programme Management Assistant may be responsible for the following duties: • Independently provides full range of programme/project management and implementation assistance at all phases of the programme/project cycle for, typically, a large and highly complex component of the departmental programme/project initiatives, seeking guidance only in exceptional circumstances. • Researches, compiles, analyses, summarizes, and presents basic information/data on wide range of programmes/projects and related topics, highlighting noteworthy issues/trends for consideration by appropriate parties. • Tracks resolutions and other legislative decisions that affect programme/project content and oversees the preparation of the relevant database(s) to ensure the incorporation of programmatic and other changes enacted by legislation. • Reviews, appraises and revises, as necessary, all submissions for substantive programmes/projects, ensuring compliance with guidelines and programme/project objectives; identifies problems/issues, seek clarification from departments, assess replies, and prepares a summary for the manager with suggestions for further action. • Works with funding agencies in arranging financing modalities; obtains requisite clearances; ensures establishment of proper monitoring systems through scheduled reporting, review meetings and missions. • Drafts budget and forecast based on submissions; prepares monitoring checklists, identifying stages of programme/project 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 reports on programme/project-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/project evaluation; monitor 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/project 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, travel arrangements, organization of and participation in training/study tours, 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 secretariat services to committees, ad hoc tasks forces, 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/project activities. • Establishes internal databases; sets up, files, stores and manages data and information relevant to the scope of programme/project 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. • Advises staff regarding the preparation, development, review, submission and follow-up of customized financial and technical reports, including mid-term and final reports of diverse technical cooperation programmes, as well as programme proposals, agreements and formal documentation. • Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. • Advises staff and provides expert assistance with matters related to procurement, inventory, archive management of financial and budget and administrative records of diverse nature. • Performs related administrative duties, as required (e.g., operational travel programme, monitoring accounts and processing payment to vendors and individual contractors for services, day-to-day administration of contracts between the UN and external contractors, physical space planning and the identification of office technology needs and maintenance of equipment, software, systems and hardware, organize and coordinate seminars, conferences and translations, protocol services, management of duty station website). • Assists the Office with communication (including relationship with press and media) and liaison with a wide range of stakeholders, including the UNCT and governmental authorities in Brazil. • 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, independently assess, formulate recommendations and/or resolve a wide range of issues/problems, undertake research and gather information from standard sources and to work well with figures including ability to analyze and understand financial data. Ability to design information data bases from multiple sources into an integrated programme evaluation system. Ability to direct, supervise and train office support staff. Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness and ability to deal proactively and tactfully with offices throughout the organization. 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. 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. • 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. 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 QualificationRelevant training and/or qualification in programme management is desirable. Relevant training and/or qualification in international cooperation projects is desirable. Work ExperienceAt least ten (10) years of experience in international technical cooperation programme and/or project management or related area is required. The minimum years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher. Experience in drafting financial report (on budgetary and financial management issues) and technical reports (on technical activities carried out including impact) of international cooperation programmes, is desirable. Knowledge of the Brazilian institutional setting is desirable. Experience working on an international organism 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 and Portuguese are desirable. 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).