Programme Management Assistant

Date Posted: Oct. 3, 2022, 4:38 a.m.

United Nations Environment Programme (UNEP)

Job Description

Responsibilities

This position is located in the Environmental Governance and Conventions Branch at UNEP’s Headquarters in Nairobi, Kenya. The incumbent will report to the Deputy Chief of Environmental Governance and Conventions Branch and will perform the following duties:

  • Provides assistance in support of planning activities/processes for large and highly complex components of the departmental programmes and projects on implementation of the Multilateral Environmental Agreements:
  • Assists in the coordination of programme/project planning and preparation; prepares legal instruments, such as Small Scale Funding Agreements and Internal Cooperation Agreements efficiently in compliance with the rules and procedures; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval.
  • Assists in the preparation and analysis of programme/project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, prepares reports and ensures that outputs/services are properly categorized.
  • Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes and projects.
  • Assists in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects.
  • Collaborates with programme/project managers on performance reporting; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted, assists in updating the project information in the Programme Information Management Systems (PIMS) and other relevant data bases.
  • Drafts programme/project summaries, coordinates review and clearance process, and coordinates with editor, translation services, on finalization and publication of report multiple languages.
  • Provides assistance in support of implementation of activities/processes for large and highly complex components of the departmental programme:
  • Serves as focal point for technical coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, prepares standard terms of reference against programme/project objectives, obtains necessary clearances, process and follow-up on administrative actions and resolves issues related to project implementation.
  • Prepares, maintains and updates files and internal databases and other background materials/notes to facilitate inspection and other reviews.
  • Drafts correspondence and communications related to all aspects of programme/project administration, including work plans and budgets, and prepares contributions for a variety of periodic reports.
  • Assist in the preparations of the capacity building workshops, trainings and meetings related to Multilateral Environmental Agreements and environmental governance processes:
  • Compiles delegation lists, raises travel requests for the participants, updates internal tracking tables for follow-up and provides information to the participants as required.
  • Integrates gender perspective into preparation of meetings by supporting equal gender participation.
  • Provides guidance and training to new/junior staff.
  • Assists 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.
  • Assists with visualizations and updating information material such as web pages or brochures.

Competencies

  • PROFESSIONALISM: Experience with internal UN administrative policies, processes 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. 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. 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.

Education

  • High school diploma or equivalent is required.
  • 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 experience in supporting programme or project administration and/or technical cooperation is required.

Experience In Organizing International Workshops And Meetings Is Required.

  • Experience working with project information management systems is desirable.
  • Experience working with UN or similar international organization is desirable.
  • One (1) year or more of experience in data analytics or related area is desirable.

Languages

  • English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

How To Apply

Interested and qualified candidates should make their applications via UNEP's career website on https://careers.un.org/lbw/jobdetail.aspx?id=190690

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