Programme Management Assistant, Rome

Org. Setting and ReportingThis position is located in the DESA Office, based in Rome, Italy. The Rome Office is an extra-budgetary office of the Capacity Development Programme Management Office (CDPMO), United Nations Department of Economic and Social Affairs (UN DESA). The Office provides advisory services and operational support in the development and management of human resources for international cooperation. It aims to promote the participation of qualified young professionals in development cooperation activities undertaken by international organizations and, in particular, to support the application, assessment, and selection processes for Junior Professional Officers to be recruited by the United Nations and its specialized agencies. The Italian JPO Programme, which manages and processes applications from thousands of candidates annually, is implemented by UN DESA in recognition of its extensive experience in the identification, recruitment, and administration of technical cooperation experts, as well as in human resources development. The Office also supports other UN DESA activities in Italy and contributes to the development of partnerships with national institutions and other stakeholders. The incumbent reports to the Programme Management Officer. ResponsibilitiesUnder the direct supervision of the Programme Management Officer and the overall guidance of the Head of the Office, and within limits of delegated authority, the Programme Management Assistant will be responsible for the following duties: • Provides assistance in support of planning and implementation activities/processes and day-to-day operations for a large and highly complex component of the departmental programme initiatives, such as the Italian JPO Programme and other human resources capacity development initiatives, ensuring coordination among donors, UN offices, international organizations, and programme participants. • Researches, compiles, analyses, summarizes, and presents information/data on specific programmes and related topics, including job descriptions, JPO assignments, programme participation, former young professionals’ career development, etc. • Assists in the coordination of programme planning and preparation; monitors status of programme and action; takes necessary action to ensure programme documents are completed and submitted to relevant parties for approval. • Assists in the review of programme budget proposals, including HR cost estimates, ensuring that requisite information is included and justified in terms of proposed activities; proposes adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized. • Assists in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to the Programme, e.g. accounting records, HR data, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system . • Collaborates with programme managers and HR counterparts on performance reporting; liaises with relevant parties on the interpretation of the scheduled activities/services and other planning instruments; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted. • Drafts programme summaries, coordinates review and clearance process, and coordinates with relevant parties on finalization and publication of report and documents. • Serves as focal point for coordination, monitoring and expedition of programme implementation activities, involving extensive liaison with a diverse organisational units and external stakeholders to initiate requests, review terms of reference in line with programme objectives, obtain necessary clearances, process and follow-up on HR and administrative actions and resolve issues related to programme implementation, e.g. recruitment and onboarding, extension, reassignment, training, and disbursement of funds, etc. • 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 programme and office administration, including notes verbale, letters, memos and emails on HR-/Admin-related matters; prepares office contributions for periodic reports and formal communications with internal and external stakeholders. • Provides guidance and training to new/junior staff. • Assists with the collection, analysis, and presentation of data 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 administration, implementation and budgeting. Demonstrated understanding of recruitment processes by international organizations and ability to consistently monitor relevant policies, procedures and good practices. Knowledge of the concepts relevant to young talent career development programmes, including rules and regulations. 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. 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. • Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceAt least seven (7) years of relevant experience in programme management for human resources development, preferably in the context of young talents programmes, is required. Experience working with Microsoft Excel spreadsheets, SharePoint, and PowerPoint is required. Experience in external relations working with donor governments is desirable. Experience working with the United Nations or an international organization in inter-agency coordination settings is desirable. Experience with databases and integrated information management systems, such as Umoja, related to finance and fund management is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Italian is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult for details).