Programme Management Assistant

4 weeks ago

Nairobi, Nairobi Area, Kenya Habitat for Humanity Full time

JOB SUMMARY

CompetenciesPROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, technical cooperation, human resources, finance and budget. Ability to perform a broad range of administrative functions, e.g. budget/work programme, human resources, database management. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations.The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. 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.EducationCompletion of High school diploma or equivalent is required.Job - Specific QualificationSupplementary training in project management, finance, administration or related area is desirable. Work ExperienceA minimum of seven (7) years of experience in programme or project administration, technical cooperation or related area is required. The minimum number of years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree. Experience in using Integrated Planning, Management and Reporting (IPMR) or other similar related Enterprise Resource Planning (ERP) system applications is desirable. A minimum of 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 the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

RESPONSIBILITIES

Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics. Assists in the coordination of programme/project planning and preparation; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval. Assists in the preparation and analysis of programme/project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme 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. Prepares pre-commitments and commitments, purchase orders, etc., in Umoja and review them to ensure that funds are available, and the correct account has been used Prepares pre-encumbrances and obligations in UMOJA and reviews them to ensure that funds are available and the correct account has been used. Assists in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, 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; initiates financial authorizations for expenditures. Collaborates with programme/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. Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, , obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, 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/project administration. 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.

REQUIRED SKILLS

Reporting, Ability to coordinate, Communication, Planning, Documentation and record keeping

REQUIRED EDUCATION

Bachelor's degree

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