Posting Title: Programme Management Assistant, G5
Job Code Title: Programme Management Assistant
Department/ Office: United Nations Environment Programme
Duty Station: Nairobi
Posting Period: 13 August 2014-12 September 2014
Job Opening number: 14-PGM-UNEP-36891-R-NAIROBI (E)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
This position is open for recruitment for an initial period of one year and may be subject to extension. Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified.
The candidate is responsible for any travel expenses incurred to take-up the appointment.
Staff Members are subject to the authority of the Secretary-General and to assignment by him or her. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and by the deadline stated in the job opening.
On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira ‘Need Help?’ link.
Organizational Setting and Reporting
The United Nations Environment Programme (UNEP) is the United Nations systems designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. UNEP’s Division of Environmental Policy Implementation (DEPI) works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition. The post is located in DEPI, Biodiversity Ecosystems Unit. This post is located in UNEP/DEPI at the Nairobi duty station.
Responsibilities
Under the supervision of the Chief of Unit and Programme Officers in the Unit, the incumbent will perform the following duties:
- Assist in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives;
- Monitor status of programme/project proposals and receipt of relevant documentation for review and approval;
- Compile, summarise, and present basic information/data on specific programmes/project and related topics or issues;
- Review project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature;
- Identify inconsistencies; distribute project documents to relevant parties upon approval; review budget revisions;
- Verify availability of funds; ensure necessary approval and entry in computerized budget system;
- Serve as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions as recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services;
- Compile, summarise and enter data on project delivery;
- Draft related status reports, identify shortfalls in delivery, budget overruns and bring to the attention of management;
- Draft correspondence on budget-related issues and prepare and update periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets;
- Provide general office assistance; respond to complex information requests and inquiries; review, log and route incoming correspondence;
- Set up and maintain files/records; organize meetings, workshops; handle routine administrative tasks, such as maintaining attendance records, assess telephone billing;
- Provide guidance/training to new/junior staff;
- Perform other duties as assigned.
Competencies
Professionalism:
- Knowledge of internal 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 work well with figures, undertake basic research and gather information from standard sources.
- Shows pride in work and in achievements; 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.
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.
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
- Completion of secondary school education is required.
- Supplemental course in Office administration, or office management, project management or other related field desirable A pass on the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally – administered test at Offices Away will be required.
Work Experience
- A minimum of five (5) years of experience in programme or project administration, technical cooperation or related area is required.
- Experience in organizing meetings, taking notes at meetings and preparing reports, work in IMIS, and provide project budget management support by reviewing crystal reports is required for this position.
- Experience in drafting correspondence and preparing Power Point presentations is required.
Languages
- English and French are the working languages of the United Nations Secretariat.
- For the post advertised, fluency in oral and written English is required.
- Knowledge of another official United Nations Language is an advantage.
Assessment Method
- Evaluation of qualified candidates for this position may include a substantive assessment which may be followed by a competency-based interview.
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
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