Programme Management Assistant Full Time

The Economic Commission for Africa’s (ECA) mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Agenda and Agenda 2063.

The mission will be guided by ECA’s five new strategic directions which are: Advancing ECA’s position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent’s problems and take local solution to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa’s position at the global level and developing regional responses as a contribution to global governance issues.

This position is in the Strategic Planning, Oversight, and Results Division (SPORD) of ECA. The Programme Assistant will report to the Chief of Section, Systems-Wide Coherence. The Section promotes the interface between the national, regional, and international engagements of ECA including working with the African Union (AU) and its agencies such as AUDA-NEPAD and others. It focuses, among others, on facilitating the implementation of the UN regional reforms in ECA including working with the Regional Collaborative Platform (RCP) and other UN agencies like the Office of the Special Adviser on Africa (OSAA) and UNDESA. The Section also deals with ECA’s engagement with statutory and policy organ institutions and bodies of the United Nations.

Within the limits of delegated authority, the Programme Assistant may be responsible for the following duties:

• • Provides assistance in support of planning and implementation for Section 11 programme/project initiatives
• • Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/projects and topics related to the UN Development System reform, cooperation with other UN actors globally, and the African Union and its agencies.
• • Assists in the coordination of programme/project planning and preparation; monitors the 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.
• • Assists in the monitoring and evaluation of programmes/projects/initiatives; 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 the 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 Program Budget and various planning instruments such as the medium-term plan and Annual Business Plan; provides assistance on reporting requirements, guidelines, rules, and procedures and ensures completeness and accuracy of data submitted.
• • Drafts programme/project summaries, coordinates review and clearance process and coordinates with the editor, translation services, etc. on finalization and publication of the report in multiple languages.
• • Serves as a focal point for coordination, monitoring, and expedition of programme/project implementation activities, involving extensive liaison with ECA Divisions/Sub Regional Offices and IDEP to initiate requests, prepare standard terms of reference against programme/project objectives, 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, organization 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, including work plans and budgets, revisions, and other related issues, as well as prepares unit contributions for a variety of periodic reports.
• • Provide guidance and training to new/junior staff.
• • 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. Work implies frequent interaction with the following: Programme, Economic Affairs, Fund, and other Officers/Managers associated with assigned programmes/projects. Staff in coordinating units across the institution, e.g. Procurement, Administration/Finance/ Budget, Translation, Human Resources, IT, etc. Officials in field offices, implementing agencies, etc., including Resident Representatives, National /Programme Coordinators, etc. Results Expected: Provides reliable assistance in the coordination of programme/project planning and implementation activities and basic research support. Demonstrates understanding of the context of programmes/projects and issues in assigned areas and uses increasing independence in the processing of work and follow-up actions. Demonstrates initiative in the identification and resolution of issues/problems. Is well organized, produces accurate reports, records, and/or data, put together with only general guidance. Consistently applies appropriate policies, guidelines, and procedures. Effectively, and in a timely manner, liaises and interacts with colleagues and concerned parties internally and externally.
•  Performs other duties as assigned.

Education

• A high school diploma or equivalent is required.

Work Experience

• Seven (7) years of progressively responsible experience in programme/project operations and administration, planning, budgeting, and technical cooperation are required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher. Experience in note-taking, report drafting, as well coordinating among different substantive divisions within a UN entity or among different UN entities is desirable. 1 year or more of experience in data analytics or related areas is desirable.

Language

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.