Programme Management Assistant

Date Posted: Dec. 5, 2022, 5:52 a.m.

UNEP - United Nations Environment Programme

Job Description


This post is located at the Nairobi duty station. Under the overall supervision of the Chief of Transformation and Mainstreaming for Nature Unit (TMNU) and the Programme Management Officer (PMO), the incumbent will perform the following functions:

  • Verify documents for overall budgetary accuracy, consistency and uniformity in presentation and ensure comprehensiveness and compliance with formats prescribed. Cross-check consistency of figures in tables with the text of the reports, and verify references to other reports and documents, suggest corrections to be made to the Fund Management Officer and Programme Manager concerned.
  • Co-ordinate with other finance and programme staff in preparing budgets with respect to project documents.
  • Liaise with Programme Management Team and UNON to obtain and review banking details forms, F.249 and required supporting information.
  • Coordinate input of data in the Integrated, Planning, Monitoring and Reporting Tool to facilitate Results Based Management Reporting.
  • Prepare/review funding documents for budget allotments.
  • Review expenditure reports from executing agencies to ensure:
  • Correct expenditure coding block has been charged
  • Validity of charges
  • Availability of funds
  • Prepare fund commitments in Umoja Extension 2, UNDP authorizations and fund transfers to EAs, ensuring that the advances are within the approved budget and approved by the FMO.
  • Initiate/follow up with UNON for remittances of funds and approval of recorded expenditure reports and liquidation of issued advances.
  • Assist/review of UNDP IOVs to ensure that they have been properly recorded. Review of UNOPS expenditures and process payments and ensure recording of expenditure.
  • In coordination with Programme Management Officers, notify payees on status of payments and investigate complaints of non-receipt.
  • Monitor expenditures to ensure they remain within authorized levels; prepares adjustments as necessary.
  • Analyse variances between approved budgets and expenditures and prepare requests for adjustments as necessary.
  • Review requisitions for goods and services to ensure
  • Correct objects of expenditure have been charged, and
  • Availability of funds.
  • Monitors integrity of various financial databases.
  • Assist in preparation of annual project revisions and supporting schedules.
  • Reconcile project accounts against independent audit certificates received from executing agencies.
  • Review/prepare project structure and commitments in Umoja.
  • Conduct project management training on use of various project reporting templates during the inception workshop.
  • Update project database with relevant project information on revision/closure of projects.
  • Provide financial information required in Project Implementation Review (PIR), Mid-term review/evaluation and Terminal Evaluation.
  • Assist in the preparation of project completion and closing revision and supporting schedules.
  • Process disposal of non-expendable equipment in accordance with UNEP procedures before closure of projects.
  • Prepare request for refund of unspent balances for approval by Fund Management Officer; Track receipt of expected income through Treasury deposit report and ensures credit is posted correctly to the proper Trust Fund.
  • Provide general administrative support to Fund Management, Programme Management Officers and other team members.
  • Draft or prepares correspondence to respond to enquiries in respect to relevant financial and budget matters.
  • Provide guidance and training to colleagues and supervise other General Service staff as required.
  • Archive documentation as required and keep log of archived files and track of archived information.
  • Track and follow-up on administrative processes in progress; Maintain and keep up-to-date project files.
  • Assist 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.
  • Assist with visualizations and updating information material such as web pages or brochures.
  • Perform any other related duties as may be assigned.


PROFESSIONALISM: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN Environment Programme. Knowledge, skills and ability to extract, interpret, analyse and format data across the full range of finance and budget functions, including programme development and database management, claims and treasury operations. Ability to identify and resolve data discrepancies and operational problems. Ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

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.


  • Completion of high school diploma or equivalent is required. Finance related training would be an advantage.
  • Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.
  • The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Work Experience

  • A minimum of seven (7) years of progressively responsible experience in finance, budget, accounting, administrative services or related area is required.
  • Experience with SAP or similar Enterprise Resource Planning system (ERP) is required.
  • Experience with Global funds such as Global Environment Facility (GEF), Adaptation Fund (AF) and Green Climate Fund (GCF) is required.
  • Experience with an international organization is desirable.
  • One (1) year or more of experience in data analytics or related area is desirable.

How To Apply

Interested and qualified candidates should make their applications via UNEP's career website on

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