Organisation: United Nations Regional Service Centre at Entebbe
Duty Station: Entebbe, Uganda
About Organisation:
The Regional Service Centre Entebbe (RSCE) is a prominent shared service hub operated by the United Nations (UN) in Entebbe, Uganda. It serves as a vital administrative, logistics, and technology backbone for UN field operations and peace missions across Africa and other global regions.
Key Duties and Responsibilities:
The Programme Management Assistant will carry out the following duties:
- Provides assistance in support of planning and implementation activities/processes for, UNCAP Programme and project initiatives, including assigned course preparation, delivery, closure, and coordination with instructors, subject-matter experts, and facilitators.
- Manages timely submission, reviewing programme documents, and ensuring necessary approval and entry into computerised systems, including controlled updates to lesson plans, learner guides, presentations, assessments, and supporting resources.
- Research, compiles, analyses, summarizes, and presents basic information/data on specific UNCAP programmes/project and related topics, assigned courses, learning outcomes, course-control reviews, feedback, risks, lessons learned.
- Assists in the coordination of programme planning and preparation; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval; elaborates the training programme and supports curriculum review, learning-outcome alignment, and standardisation of course materials.
- Assists in the preparation and analysis of programme budget proposals; 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; categorizes, updates, tracks and analyses data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; continuously assesses the needs and evaluates the costs; 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 computerized budget system; initiates financial authorizations for expenditures; writes reports providing justifications on the use of funds.
- Collaborates with programme managers on performance reporting; liaises with relevant parties on the interpretation of the activities scheduled in the Programme calendar; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
- Serves as focal point for coordination, monitoring and expedition of programme implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, prepare standard terms of reference against programme objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g., travel arrangements, organisation of and participation in training, 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 administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.
- Updates and maintains key information for the programme.
- Coordinates the logistical and administrative support for the Programme and UNCAP related training visits to the RSCE and other client missions.
- Assists in supervision of support staff as required.
Qualifications, Skills and Experience:
- Education
- High School Diploma or equivalent is required.
- Job – Specific Qualification
- A technical or vocational qualification in ICT, Training, logistics, or other related field is desirable.
- Work Experience
- A minimum of seven (7) years of progressively responsible work experience in programme management, administration or related area is required.
- The minimum years of relevant experience is reduced to five (5) for candidates who possess a first level degree or higher.
- Experience collaborating with partners on operational support issues in or with an international organization or similar setup is required.
- Proficiency in Microsoft office suite and Power BI is desirable.
- Languages: English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. French is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework
Competencies
- Professionalism: Knowledge of policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. 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 and to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; 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.
- Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- Planning& Organizing: 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.
