Closing date: Thursday, 2 April 2015
Posting Title: Programme Management Assistant, G6
Job Code Title: Programme Management Assistant
Department/ Office: United Nations Environment Programme
Duty Station: NAIROBI
Posting Period: 3 March 2015-2 April 2015
Job Opening number: 15-PGM-UNEP-39471-R-NAIROBI (X)
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 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. The Regional Office for Africa (ROA) helps to implement UNEP’s Regional programs in Africa by initiating, coordinating and catalyzing regional and sub-regional cooperation and action in response to environmental, challenges, opportunities and emergencies. This position is in UNEP/ROA at the Nairobi duty station. Under the supervision of the Project Manager, the incumbent will perform the following duties.
Responsibilities
- Programme Support
- Provide support to the Management of the project on ‘Operationalizing Green Economy Transition in Africa’ in the implementation of tasks for the achievement of project results.
- Assist in organizing and managing the regular follow-up of the implementation of the project activities.
- Assist Project Manager in arranging teleconferences, video-conferences and other related communication strategy.
- Make logistical arrangements for the prompt and effective implementation of the project activities (incl. Training, Meetings and Project Manager missions.
- Assist in ensuring timeliness and quality in delivery of the capacity development interventions and programmes.
- Assist in the coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with diverse organizational units to initiate requests.
- Assist in preparing regular progress monitoring reports and follow-up on other required administrative actions.
- Budget and Finance
- Monitor expenditures and compare with approved budget; prepare adjustments as necessary.
- Assist managers in the elaboration of resource requirements for budget submissions.
- Assist in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
- Prepare or customize financial reports from IMIS system generated reports.
- Co-ordinate with other finance and budget staff on related issues during preparation of budget reports.
- General Administration
- Draft routine correspondence to respond to enquiries concerning relevant administrative, financial audit, personnel matters.
- Coordinate extensively with service units and liaise frequently with internal team members both at Headquarters and in the field.
- Perform other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
Competencies
Professionalism
- Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, programming and budgeting.
- Ability 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.
- 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 is required.
- Supplementary training in Programme/Project management, Administration or related area desirable.
Work Experience
- At least 7 years experience in project management, administrative work, accounting, public administration or other substantive areas is required.
Languages
- English and French are the working languages of the United Nations Secretariat.
- For the post fluency in oral and written English is required.
- Knowledge of another UN official language is an advantage.
Assessment Method
- Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview
United Nations Considerations
Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date.
Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on ‘The Application Process’ and the Instructional Manual for the Applicants, which can be accessed by clicking on ‘Manuals’ on the upper right side of the browser on Inspira.
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.
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