The Programme Management Assistant will be responsible for the following duties: • Provide assistance in support of planning and implementation processes for the inspections and programme/project initiatives • Research, compile, analyse, summarize, and present basic information/data on specific programmes/project in order to facilitate an in-depth analysis of data by evaluation officers. Assemble and examine statistics and other data relevant to evaluation topics by identifying the subject areas, sources of data, their reliability and compatibility, and means for their aggregation and further analysis. As directed by supervisors, prepare succinct summaries and extracts of information related to a specific aspect or area of evaluation • Assist in the coordination of project planning and preparation in the conduct of inspections, in-depth and thematic evaluations; monitor their status of proposals; take necessary action to ensure project documents are completed and submitted to relevant parties for approval • Assist in the preparation and analysis of programme/project budget proposals; provide assistance in the interpretation of budget guidelines; review and coordinate submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepare reports and ensure that outputs/services are properly categorized. Prepare inspections, in-depth and thematic evaluation reports for final processing as General Assembly documents, as required by the Department for General Assembly and Conference Management. Oversee the finalization of the outgoing reports • Assist in the monitoring and follow up on recommendations from the inspections, in-depth and thematic evaluations; update the internal database, carry out periodic status reviews, identify issues and initiate requisite follow-up actions; prepare revised budget estimates; report on budget revisions, expenditures and obligations; verify availability of funds; ensure necessary approval and entry in computerized budget system; initiate financial authorizations for expenditures • Collaborate with programme/project managers on performance reporting; liaise with relevant parties on the interpretation of the activities; provide assistance on reporting requirements, guidelines, rules and procedures, and ensure completeness and accuracy of data submitted • Draft programme/project summaries, coordinate review and clearance process, and coordinate with editor, translation services, etc. on finalization and publication of reports in multiple languages • Draft correspondence and communications related to all section inspections and evaluations of programme/project administration, including workplan and budgets, revisions and other related issues, as well as prepare unit contributions for a variety of periodic reports • Serve as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests, maintain and expand contacts with Secretariat departments, offices, funds and programmes, as well as other UN agencies and relevant non-UN entities; obtain necessary clearances, process and follow up on administrative actions and resolve issues related to project implementation, e.g., recruitment and appointment of personnel/consultants, travel arrangements, organization of and participation in training/workshops, processing of payments, procurement of equipment and services, etc.; assist with identifying, contacting and arranging meetings with evaluation focal points during the conduct of inspections and evaluations; prepare summary reports and notes to file in such a manner that they reflect the most important points discussed and attribute them to participants; take notes for the entry and exit conferences during the conduct of an inspection and evaluation • Prepare, maintain and update files (electronic and paper) and internal databases; generate a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspections, evaluations and other reviews • Perform other duties as assigned
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