Senior Programme Management Assistant
Org. Setting and Reporting
ECA's mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Agenda and Agenda 2063.
The mission will be guided by ECA's five strategic directions which are: Advancing ECA's position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent's problems and take local solutions to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa's position at the global level and developing regional responses as a contribution to global governance issues.
This position is located in the office of Director of the Division of Administration, Economic Commission for Africa, Addis Ababa. The incumbent works under the direct supervision of the Administrative Officer and overall direction of the Director of Administration.
A. Budget and Finance
• Provides expert assistance in the preparation and development of the Division of Administration and the Unit’s work programme and budget.
• Assists the Director in elaborating resource requirements for budget submissions.
• Assists in finalizing budget performance reports, monitoring budget commitments, analysing variances between approved budgets and actual expenditures, and preparing periodic budget revisions.
• Prepares periodic budget revisions and ensures appropriate resource allocations; reconciles accounts with amended budget.
• Prepares monthly forecasts of the Division’s budgetary status. Follow up with all stakeholders to ensure that spending limits are per the required thresholds.
• Helps ensure availability of budget information to key stakeholders.
B. Programme Management
• Supports work and budget planning, preparation of required documents, monitoring, following up on implementation activities and processes.
• Researches, compiles and analyses information on wide range of initiatives including highlighting issues and trends.
• Assists in reviewing and reporting on performance.
• Assists in preparing the Annual Business plans and the Program Performance Reports.
• Tracks resolutions and other legislative decisions that affect programmes and projects and helps ensure related changes are incorporated.
• Liaises with diverse organizational units to initiate and follow up on requests.
evaluates trends of financial implementation and makes necessary recommendations to line manager. Obtains necessary clearances, processes and follows-up on administrative actions and resolves issues related to programme/project implementation.
C. General Administration
• Manages user access provisioning for Enterprise Resource Planning system and Delegation of Authority portal, including processing requests, ensuring training requirements are met, and that required reviews, validation, and coordination is undertaken locally and with headquarters.
• Reviews and certifies expenditures.
• Monitors continuously corporate management dashboards related to the division of administration and follow up as needed to ensure compliance.
• Contributes to reports, information management, and coordination activities of the Director’s office and Division, including establishing and maintaining well-organized internal databases and information management systems.
• Consistently applies appropriate policies, guidelines, and procedures.
• 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.
• Consistently applies appropriate policies, guidelines, and procedures.
• Effectively, and in a timely manner, liaises and interacts with colleagues and concerned parties internally and externally.
• Performs other duties as required.
Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures. 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.
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.
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.
High school diploma or equivalent. Supplementary training or studies in finance, administration or a related field is desirable.
At least ten years of experience in programme and project management, financial and budget management or closely related area is required.
Work experience in a governmental, public institution or international organization is desirable. Work experience in an office within the United Nations system and experience with SAP or comparable Enterprise Resource Planning system and business intelligence tools is an advantage.
Proficiency in using Word, PowerPoint, Excel, and SharePoint is required.
Demonstrated experience in working in a fast and demanding working environment is required.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Excellent English writing ability is required. Knowledge of French is an advantage.Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse
and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated
in the application.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.