Programme Assistant (G6)

Under supervision of the Chief of the Regional Programming Unit (RPU), the incumbent provides senior level programming support and is responsible for performing, completing and/or overseeing specialized administrative and programming services related to development cooperation programme and project implementation activities, including through the use of the enterprise resource planning (ERP) system. The incumbent performs a range of administrative actions related to the design, planning, management, monitoring and evaluation of development cooperation activities, in an efficient, effective and client-oriented manner. The incumbent applies the principles of results-based management (RBM) and ensures the correct application of established rules, regulations, policies, procedures and guidelines, in particular with regard to those pertaining to development cooperation programmes/projects.

Description of Duties

1. Provide specialized programming support for the formulation of the Office’s development cooperation work programme and the identification of initiatives, ensuring that required information is included in terms of proposed activities. Conduct searches for information on defined subjects related to country programme outcomes assigned for the development cooperation projects. Perform preliminary analysis of information, including the identification of priority issues emanating from the projects, for possible inclusion in country briefs and reports.

2. Compile, analyse and disseminate data and other information for programme and budget preparation and for the review of financial and human resource requirements based on analysis of on-going development cooperation projects in the region.

3. Serve as focal point for programme and/or project administrative matters. Initiate requests, prepare standard terms of reference (TOR) in relation to programme and/or project objectives, obtain necessary clearances, process and follow up on administrative actions and resolve issues related to programme and/or project implementation. Liaise with external partners and attend meetings to provide and gather information.

4. Review reports, proposals and expenditure data received from implementing partners to ensure that financial transactions, commitments and authorizations are in conformity with financial rules and regulations. Prepare reports on budget performance comparing approved budgets against actual expenditures and indicating any discrepancies.

5. Maintain and update databases of development cooperation projects in the region. 

6. Respond to, or redirect to the most appropriate source, complex administrative queries on development cooperation projects. Draft correspondence and communications related to all aspects of programme and/or project administration.

7. Keep abreast of changes to programme-related policies, procedures, guidelines and processes and provide guidance and deliver training to staff with the view to building knowledge. Oversee and guide the work of programming and other support staff as required.

8. Evaluate and propose improvements to work methods and processes related to development cooperation projects. Assess the impact of changes and make recommendations on follow-up actions. Liaise closely with other administrative areas to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes of the operations of development cooperation projects.

9. Provide administrative support for the organization of seminars, workshops, meetings and other events, especially those funded from extra-budgetary resources. Participate in missions to provide programming and administrative support for delivery of development cooperation projects, as required.

10. Perform other relevant duties as assigned.

Education

Completion of secondary school education. Training in programme and/or project administration.

Experience

Minimum of six years of office support work experience, the majority of which in programme and budget support work and project administration. Experience of working with an enterprise resource planning (ERP) system, in particular programme monitoring and management modules.

Languages

Excellent command of English and Arabic. Knowledge of French would be an added advantage.

Competencies

• Good knowledge of programme and/or project administration. Good knowledge of results-based management (RBM).

• Knowledge and understanding of the substantive nature of ILO programmes and activities.

• Knowledge of methods and techniques for assessing quality and efficiency of process execution.

• Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.

• In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], this position requires:

• Ability to interpret and work within the applicable rules, regulations, policies and procedures.

• Ability to adapt quickly to new software and systems.

• Drafting skills.

• Analytical skills and attention to detail.

• Ability to coordinate the work of support staff.

• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

Candidates assessed by the Panel and considered to be eligible for appointment but who are not selected for this vacant post may be offered an assignment to another position at the same or lower grade provided that they meet the minimum qualifications required.

Fraud warning

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.