United Nations Senior Programme Management Assistant Jobs in Addis Ababa Ethiopia
United Nations Senior Programme Management Assistant Jobs in Addis Ababa Ethiopia
Posting Title:Senior Programme Management Assistant, G7 (Temporary Job Opening)
Job Code Title:
Senior Programme Management Assistant
Department/Office:
Economic Commission for Africa
Duty Station:
Addis Ababa
Job Opening Number:
18-Programme Management-ECA-107534-J-Addis Ababa (O)
Org. Setting and Reporting
This position is located in the Partnerships and Resource Mobilization Section, Office of the Executive Secretary of the Economic Commission for Africa (UNECA), Addis Ababa, Ethiopia.
The incumbent works under the direct supervision of the Chief, Partnerships and Resource Mobilization Section.
Responsibilities
Processing of ECA Programme Cooperation Agreements, (PCA), memorandum of Understanding, (MoU) and Letter of Agreements (LoA)
Develop, monitor, report, and follow-up with PRMS’s new and existing agreements, and ensures establishment of a proper monitoring system exists.
Flag expiry date of all agreements (Donor/ IP/ Non-Financial) at least 3 weeks prior to expiry date, and alert PPBS and PRMS Units and inform concerned centers and divisions accordingly.
Record new agreement/ amendments request from divisions, format after clearance the reviewed agreements, and take note of date of submission to Legal Office and Division of Administration respectively.
Ensure timely submission of agreement for clearance/ signature, and dispatching for counterpart signature and keeping divisions abreast of the status of the agreement.
Provide the requires assistance in terms of preparing no cost-extensions or amendments when/ and if required
Develop a mechanism to follow up on Funds/Grants received from Donors/ Partners
Monitor/record incoming fund/installments schedule of grant disbursements from Donors as per signed MoUs.
Record incoming Income (grants) that are in the pipeline.
Communicate with Finance Section and inform concerned divisions accordingly when funds are obtained.
Initiate the required communication and prepare Call for Funds to Donors, and take action on the subsequent steps Ensure proper follow-up is in place with partners for timely redemption of pledges and commitments.
Follow-up with Trust Fund and Finance Unit on the receipt of funds.
Prepare acknowledgement of funds letters and obtain receipt from Cashiers Office.
Record all incoming funds in the database and e-room for further action.
Inform PPBS and Divisions when a new fund is received.
Receive Certified Financial Statements from the Trust Fund Unit, prepare a covering letter to Donors.
Record Unspent Funds and draft letter of funds return to donors.
Establish internal database, develop matrix, manages data and information relevant to the scope of programme activities within the Partnership & Resource Mobilization Section
Prepare status update of agreements under process and share with the unit team members.
Responsible for safekeeping all original agreements and related documents.
Assign tracking/ reference numbers for new Letter of Agreements and Memorandum of Understandings
Upload LoAs and MoUs and other pertinent documents to E-Room as required (during the absence of the E-Room Assistant
Other duties as required
Prepare inter-office memorandum to Finance Section requesting return of funds to Donors.
Initiate and confirm Business Partner Number (BP) exist or processed by working with the SCMS Unit.
Inform partners accordingly on the return of funds along with the receipts.
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.
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.
Results Expected:
Provides the full range of programme management assistance at all stages of the business cycle, and of reliable research support.
Thoroughly understands the context of programmes/ issues and independently handles a wide range of activities and follow-up action. Demonstrates initiative in the identification and resolution of a wide range of issues/ problems, and effectively handles unforeseen situations.
Establishes well organized internal databases and information management systems. Effectively organizes and supervises office support staff.
Consistently applies appropriate policies, guidelines and procedures.
Effectively, and in a timely manner, liaises and interacts with colleagues and concerned parties internally and externally.
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.
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.
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.
Education
High school diploma or equivalent is required.
Must have passed the United Nations Global General Service Test (GGST) administered by Headquarters.
Work Experience
Ten years of experience in programme or project administration, technical cooperation or related area.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required.
Knowledge of another official United Nations language is an advantage.
How to Apply
Interested candidates should apply online by 7th December 2018
For more information and job application details, see; United Nations Senior Programme Management Assistant Jobs in Addis Ababa Ethiopia
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