Programme Management Assistant at Office of Internal Oversight Services (OIOS), Entebbe, Uganda
Job Description
Responsibilities
The Programme Management Assistant will be responsible for the following duties:
• Provide assistance in support of planning and implementation processes for the inspections and programme/project initiatives
• Research, compile, analyse, summarize, and present basic information/data on specific programmes/project in order to facilitate an in-depth analysis of data by evaluation officers. Assemble and examine statistics and other data relevant to evaluation topics by identifying the subject areas, sources of data, their reliability and compatibility, and means for their aggregation and further analysis. As directed by supervisors, prepare succinct summaries and extracts of information related to a specific aspect or area of evaluation
• Assist in the coordination of project planning and preparation in the conduct of inspections, in-depth and thematic evaluations; monitor their status of proposals; take necessary action to ensure project documents are completed and submitted to relevant parties for approval
• Assist in the preparation and analysis of programme/project budget proposals; provide assistance in the interpretation of budget guidelines; review and coordinate submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepare reports and ensure that outputs/services are properly categorized. Prepare inspections, in-depth and thematic evaluation reports for final processing as General Assembly documents, as required by the Department for General Assembly and Conference Management. Oversee the finalization of the outgoing reports
• Assist in the monitoring and follow up on recommendations from the inspections, in-depth and thematic evaluations; update the internal database, carry out periodic status reviews, identify issues and initiate requisite follow-up actions; prepare revised budget estimates; report on budget revisions, expenditures and obligations; verify availability of funds; ensure necessary approval and entry in computerized budget system; initiate financial authorizations for expenditures
• Collaborate with programme/project managers on performance reporting; liaise with relevant parties on the interpretation of the activities; provide assistance on reporting requirements, guidelines, rules and procedures, and ensure completeness and accuracy of data submitted
• Draft programme/project summaries, coordinate review and clearance process, and coordinate with editor, translation services, etc. on finalization and publication of reports in multiple languages
• Draft correspondence and communications related to all section inspections and evaluations of programme/project administration, including workplan and budgets, revisions and other related issues, as well as prepare unit contributions for a variety of periodic reports
• Serve as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, maintain and expand contacts with Secretariat departments, offices, funds and programmes, as well as other UN agencies and relevant non-UN entities; obtain necessary clearances, process and follow up on administrative actions and resolve issues related to project implementation, e.g., recruitment and appointment of personnel/consultants, travel arrangements, organization of and participation in training/workshops, processing of payments, procurement of equipment and services, etc.; assist with identifying, contacting and arranging meetings with evaluation focal points during the conduct of inspections and evaluations; prepare summary reports and notes to file in such a manner that they reflect the most important points discussed and attribute them to participants; take notes for the entry and exit conferences during the conduct of an inspection and evaluation
Prepare, maintain and update files (electronic and paper) and internal databases; generate a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspections, evaluations and other reviews • Perform other duties as assigned
Competencies
• PROFESSIONALISM: Knowledge of internal policies, such as Financial Regulations and Rules of the United Nations, 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 conduct research and retrieve materials from various sources, maintain accurate records, and process a wide variety of data. Ability to identify and resolve data discrepancies; possession of good analytical and problem-solving skills. 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 parity by ensuring the equal participation and full involvement of women and men in all areas of work.
• 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.
• 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.
Education
Job – Specific QualificationNot available.
Work ExperienceA minimum of seven years of experience in programme management or related area is required. Experience working with an Enterprise Resource Planning (ERP) application, such as SAP or a similar software, is desirable. Experience working with Human Resource Management Systems (HRSM), such as Oracle PeopleSoft or a similar software, is desirable. Experience working with Excel or a similar spreadsheet application is desirable. 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 language of the United Nations is desirable.
AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Special NoticeThis job opening is advertised to fill a temporarily vacant position during the absence of the regular incumbent for a period through 25 September 2026. The regular incumbent is entitled to return to this position at the expiry of the temporary vacancy period. If the regular incumbent exercises the right to return, the appointment or temporary assignment or promotion of the candidate selected for this job opening will not be renewed or extended. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. Candidates with a bachelor’s degree or higher who apply for a GS position will require two years less of experience than what they would need with a secondary school diploma only. 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. This post is financed by the Support Account for Peacekeeping Operations Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.
United Nations ConsiderationsAccording 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.
