Programme Management Assistant, G5

Org. Setting and Reporting This position is located in the Asia and the Pacific Division (APD) under the Regional Structure of the Department of Political and Peacebuilding Affairs (DPPA) and Department of Peace Operations (DPO). APD keeps abreast of the latest trends and developments in the Asia-Pacific region and provides briefings on issues to senior officials in the UN Secretariat. It maintains contact with other sectors of the UN, international and regional organizations, governments and other stakeholders on coordination and policy matters. The incumbent reports to the Team Leader for Myanmar. Responsibilities Within limits of delegated authority, the Programme Assistant may be responsible for the following duties: • Assists in the monitoring of international developments on subjects/areas assigned and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; monitors status of programme and receipt of relevant documentation for review and approval. • Compiles working documents, summarizes, and presents briefing material/notes/talking points/personal profiles/meeting minutes and other correspondence on specific subjects/areas and related topics or issues. • Maintains contact across DPPA-DPO Units, Special Political Missions, Resident Coordinator Offices, UN Agencies, Funds and Programmes and coordinates extensively with service units at UNHQ and in the field. • Reviews working documents, for completeness prior to submission for final approval and signature; identifies inconsistencies; distributes working documents to relevant parties upon approval. • Verifies availability of funds; ensures necessary approval, processing in the computerized system. • Serves as focal point for administrative coordination of programme activities, involving extensive liaison within DPPA-DPO and with the Executive Office to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training, authorization of payments, disbursement of funds, procurement of equipment and services, etc. • Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, and brings to the attention of management. • Provides logistical and scheduling support, including coordinating with Member States, UN entities and INGOs to arrange meetings. • Drafts routine correspondence, and processes incoming and outgoing correspondence submitted by the unit to the OASG, OUSGs and EOSG as appropriate. • Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc. • Provides guidance/training to new/junior staff. • Performs other duties as assigned, including direct support to the Special Envoy on Myanmar, the Myanmar Team Leader and colleagues within the division. Work implies frequent interaction with the following: (Senior)Political Affairs Officers, Fund and other Officers/Managers associated with assigned programmes/projects. Staff in coordinating units across the institution, e.g. Procurement, Administration/Finance/Budget, Executive Office, etc. the Special Envoy and other officials in field offices (Special Political Missions), implementing agencies, etc., including Resident Representatives, National /Programme Coordinators, etc. Results Expected: Provides reliable administrative coordination of programme planning and preparation activities and general office support services. Processes work and requisite follow-up accomplished under some supervision, seeks advice from and/or reporting to supervisor as needed. Accurately prepares …

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