Programme Management Specialist (Strategic Coordination And Planning)

Strategic foresight is part of a broader effort to transform and modernize the United Nations; along with data, innovation, behavioural science, and digital transformation, strategic foresight is part of the UN 2.0 reform effort that focuses – not on structure – but on the people, resources, platforms, and culture of the institution. While different initiatives, networks, and products on futures thinking and strategic foresight exist in individual UN entities or fora, a coherent approach is needed to how we build foresight capabilities across, and within, UN family entities. The UN Futures Lab Network supports the nurturing of capabilities at global, regional, country levels, within each UN entity and across the UN family, as well as in the international community and Member State institutions. The UN Futures Lab Network works with governments, academia, civil society, private sector, philanthropic and other actors.

UN Futures Lab Network.

The UN Futures Lab is a network that empowers the UN System and beyond to use strategic foresight in planning, policy- and decision-making. It is driven by an interagency Global Hub that supports teams, provides frameworks, and builds capacity to help shape the more resilient and anticipatory United Nations the world needs.

The UN Futures Lab builds on already existing structures and initiatives through partnerships with UN entities and multistakeholder actors (civil society, academia, the private sector, and Member States) at global, regional and national level. To support decision makers for planning and action, the Global Hub of the UN Futures Lab Network is looking for a Programme Management Specialist to provide strategic coordination and planning support promoting a sustained emphasis on long-term vision in policymaking and programming.

The Programme Management Specialist (Strategic Coordination and Planning) will be under the overall supervision of the Head of the Global Hub of the UN Futures Lab Network and will work closely with the Strategic Planning and Monitoring Unit (SPMU) within the Executive Office of the Secretary-General. The primary focus will be on supporting the Secretariats of high-level decision-making mechanisms, particularly the Executive Committee (EC)/Deputies Committee (DC) and the Senior Management Group (SMG). These Secretariats facilitate relevant meetings by defining agendas, preparing documents, coordinating cross-pillar engagement, communicating decisions, and systematically tracking their implementation while integrating futures and foresight into decision-making to navigate uncertainties and anticipate future trends.

In addition to supporting these core functions, the Specialist will play a key role in ongoing research, information management, monitoring, and analysis of agenda items and decisions. This will involve the development and maintenance of robust reporting systems within SharePoint and other Microsoft 365 tools. Furthermore, the Specialist will contribute to fostering strategic foresight by assisting with research and consultations on a broad range of trends shaping the work of the UN System. The role ensures comprehensive support for senior-level fora, promotes inter-departmental collaboration, and facilitates informed decision-making backed by data-driven insights, focusing on the transition from short-term reactions to long-term sustainable choices.

The incumbent of this position will be a personnel of UNOPS under its full responsibility and will be responsible for the following:

• Support the Secretariats Coordinator in coordinating and organizing meetings, ensuring seamless logistics and preparation of all necessary materials, including briefing notes, concept notes, background papers, summaries, and talking points.
• Facilitate effective coordination and preparation with diverse stakeholders, including external guests, departments, offices, field missions, and other entities participating in the Executive Committee/Deputies Committee and Senior Management Group meetings.
• Provide comprehensive logistical and administrative support, including maintaining and updating files/records, managing internal and external communications, and ensuring smooth operations for the Secretariats.
• Establish and manage robust data collection, analysis, and reporting mechanisms, utilizing SharePoint and other Microsoft 365 applications to track agenda items and decisions across senior-level fora, in close collaboration with relevant focal points.
• Proactively identify trends and opportunities for process improvement within the decision-making mechanisms and provide strategic recommendations to enhance efficiency and effectiveness. Conduct survey initiatives as needed.
• Conduct in-depth research on agenda items, analyse information from diverse sources, and synthesize findings to support informed decision-making by senior leadership.
• Prepare regular progress reports, monitoring documents, and other relevant materials to support ongoing evaluation and review processes.

The main deliverables may include:

• Briefing notes, concept notes, background papers, summaries, and talking points for high-level meetings;
• Comprehensive logistical support for meetings and effective coordination with stakeholders;
• Progress reports on research and analysis on relevant trends and activities;
• Well-structured databases and tracking tools for agenda items and decisions;
• Survey initiatives, as required.

The desired outcomes of the above-mentioned deliverables are:

• Timely and quality implementation of the timeline and production of all deliverables;
• Excellent relations with focal points; interactions well prepared and conducted successfully;
• Regular and timely monitoring and reporting of activities;
• Positive feedback received from stakeholders.

3. Monitoring and Progress Controls

To manage the collaboration, work planning and monitoring of implementation will take place via Microsoft Teams as well as physical presence at UN Headquarters. The specialist is expected to collaborate closely with colleagues in EOSG, and the wider UN Secretariat, in delivering this project.

This approach will ensure that strategic coordination and planning efforts align with the long-term vision and goals of the UN Futures Lab Network.

*FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY*

a. Education

• Advanced university degree (Master’s degree or equivalent) preferably in information management, statistics, public administration, political science, international relations, international development or other related social sciences.
• A first-level university degree (Bachelor’s degree or equivalent) in combination with two years of additional qualifying experience may be accepted in lieu of an advanced university degree.

b. Work Experience

Required

• A minimum of five (5) years of progressively responsible experience in providing strategic support to research and analysis, information management, coordination, communications, or similar is required;
• Demonstrated proficiency in Microsoft 365 knowledge management technologies (e.g. SharePoint, Forms, Excel, etc.) is required;
• Experience in working with high-level stakeholders and decision-making mechanisms as well as meeting management and coordination is required;

• Previous experience with the United Nations and/or other multilateral, bilateral organizations and international civil society development or humanitarian partners is considered an asset;
• Experience in drafting various communications materials and related documents is desired.

c. Languages

• Fluency in English (write, read, speak) is required.
• Knowledge of another official United Nations language is an asset.

• Contract type: Individual Contractor Agreement (ICA)
• Contract level: IICA 2 (ICS 10)
• Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.The contract for this position will end on 31 December 2024 with termination upon its conclusion. Depending on the availability of funds and satisfactory performance, any need for services beyond this initial period will be communicated to the incumbent accordingly.

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities

• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.

• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types.

• This position will be based in New York, USA which is a family duty station.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 

• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.