Programme Management Assistant (364 days) at Department for General Assembly and Conference Management DCS Nairobi

Responsibilities

• Assist in the preparation of the programme of work:
• Assists to verify the feasibility of the deadlines for the editing, referencing, translation (and revision) and word processing stages for every document received from Document Control, in consultations with Chiefs of the Language Units as necessary, taking into account the jobs being processed in the Units and their complexity, the productivity of each Unit and the requests of dates.
• Alerts Documents Management Unit, for information and action, of short lead-time requests when deadlines cannot be met.
• Works in close cooperation with Documents Management to ensure the smooth processing and timely issuance of documents to be translated by the section.
• Monitors programmed job received by the Section, the deadline set or requested by the submitting Agency or body and the dates established for completing the various stages of processing documents:
• Promptly informs the supervisor or the Chief of the Language unit concerned of any delay in, or deviation from, the schedule at any stage, that will result in delaying the issuance of the requested translations on time, so that the necessary precautionary measures could be taken.
• Follows up on progress. Informs the supervisor where remedial measures could be taken.
• Human Resource Management:
• Administration of the unit's human resource activities.
• Assist in arrangements for panel interviews.
• Contact consultants for conferences.
• Respond to queries and provide information and advice to staff; Maintain job opening files.
• Monitor staffing table.
• Monitor leave for staff within the office of the Chief of Section.
• Organize testing of applicants.
• Co-ordinate staff training.
• Maintain a contact and availability database of freelance staff.
• Establish contact with recruited external revisers and report writers.
• Initiate requests for recruitment, contract and travel for freelance staff.

​​​​​​​Education

• Completion of high school diploma or equivalent is required.
• Supplemental training in business administration, human resources, programme/project management, conference servicing or another related field is required.

Work Experience

• A minimum of seven (7) years of progressive responsible experience in programme management, administrative services, human resources, documents management, conference services or related field is required.
• The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first level University degree.
• Experience in Microsoft Office/Office 365, Outlook, SharePoint, PowerPoint and Excel is required.
• Experience with SAP based Enterprise Resource Planning (ERP) systems such as Umoja or equivalent, is required.
• Working experience with a documents management system, contract management, HR administrative services or programme management is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.