Closing date: Wednesday, 11 March 2015
Posting Title: PROGRAMME ASSISTANT, G5
Job Code Title: Programme Management Assistant
Department/ Office
United Nations Environment Programme
Duty Station
NAIROBI
Posting Period
9 February 2015-11 March 2015
Job Opening number
15-PGM-UNEP-40139-R-NAIROBI (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, 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 well before 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 System’s 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. This post is located in Donor Partnerships and Contributions Section (DPC), Office for Operations in the Executive Office (UNEP/OFO/EO) at the Nairobi duty station.
Responsibilities
Under the supervision of the Senior Programme Officer, DPC, the incumbent will carry out the following duties: Assist in the coordination of programme/project planning and preparation work for a medium-size and complex component of the departmental programme/project initiatives related to funding and fund raising; Monitor status of programme/project proposals and receipt of documentation for review and approval related to funding submissions in collaboration with Quality Assurance Section (QAS of OfO); Compile, summarize, and present basic information/data on specific programmes/project and related topics/issues related to status of donor agreements; Review project documents, especially cost plans/budgets, prior to submission for final approval and signature; identify inconsistencies, communicate with sub-programme and project managers on the status of requirements of project proposals; Support the coordination of in-house activities on resource mobilization from assistance in preparation of funding strategies and their implementation including communication and follow-up with relevant offices and provision of status reports; Support development and issuance and update of outreach materials related to funding); Compile, summarize and enter data on project delivery; draft status reports for donors, identifying 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 and 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, donor consultations; handle routine administrative tasks such as maintaining attendance records and assessing telephone billing; Provide guidance/training to new/junior staff; Perform other duties as assigned.
Competencies
Professionalism: Knowledge of administrative policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. 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; 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;
Planning and 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 is required. Supplementary training in office administration and/or office management is desired.
Work Experience
A minimum of five years of experience in Programme/Project Administration or related area 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.
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