Programme Management Assistant, G6 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.

General Administration:

• Provide administrative and secretarial support to the Chief of Section.
• Ensure smooth and efficient information flow.
• Prepare and process confidential information and maintain files on personnel matters.
• Respond or draft responses.
• Monitor incoming mail and take necessary follow-up.
• Maintain and manage the schedule of meetings and work for the supervisor.
• Research and compile background material on administrative issues.
• Ensure quality control functions for outgoing documents.
• Co-ordinate administrative arrangements for seminars.
• Coordinate with Information Communication and Technology Services to facilitate tele- and video conferencing.
• Maintain administrative data and records.
• Maintain files of rules, regulations and administrative instructions.
• Analyse and consolidate data in particular data relating to translation productivity and production capacity, to support the decision-making of the Chief of Section.
• Maintain liaison between the Sections and other UN agencies.

Take notes at meetings and draft reports and minutes.

• 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
• Perform other duties as required.

Competencies

• PROFESSIONALISM: Knowledge of internal policies, processes, and procedures generally and in particular those related to programme/project administration. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify and resolve a range of issues/problems, undertake basic research, and gather information from standard sources. The ability to perform analysis and interpretation of data in support of decision-making. Shows pride in work and in achievements; 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• PLANNING & ORGANIZATION: 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, keeps the clients informed of progress or setbacks in projects, meets timeline for delivery of products or services to clients.

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 by two 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 is desirable.
• Experience in 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.

Languages

• English and French are the working Languages of the United Nations Secretariat. For this post, fluency in English is required. Working knowledge of other official UN languages is desirable.
• NOTE: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and " Knowledge of" equals a rating of "confident" in two of the four areas.