Posting Title: Programme Assistant, G5
Job Code Title: Programme Management Assistant
Department/ Office: United Nations Environment Programme
Duty Station: NAIROBI
Posting Period: 25 March 2015-24 April 2015
Job Opening number: 15-PGM-UNEP-41195-R-NAIROBI (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
Appointment against this post is for an initial period of one year and may be subject to extension. 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 e-mail 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. 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. UNEP’s Division of Environmental Policy Implementation (DEPI) works with international and national partners, providing technical assistance and capacity development for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition. This post is located in the UNEP/DEPI at the Nairobi duty station, under the overall supervision of the Coordinator, Marine and Coastal Ecosystems Branch.
Responsibilities
The incumbent will perform the following duties:
- Assist in the coordination of programme/project planning and preparation work; Monitor status of programme/project proposals and receipt of relevant documentation for review and approval.
- Compile, summarize 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; Identify inconsistencies; distribute project documents to relevant parties upon approval.
- Review budget revisions; verifies availability of funds from reports; follow up with the finance assistants to ensure necessary approval and entry into Integrated Management Information System (IMIS)/Umoja.
- Serve as focal point for administrative coordination of programme/project implementation activities in liaison with various organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
- Compile, summarize and enter data on project delivery; draft status reports, identifying shortfalls in delivery, budget overruns etc.
- Draft correspondence on budget related issues and prepare and periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets.
- Provide general office assistance; respond to general information requests and inquiries; reviews, logs and routes incoming correspondence; set up and maintain files/records; organize meetings, workshops;
- Assist in guidance/training to new/junior staff.
- Perform other related duties as required.
Competencies
Professionalism
- Knowledge of administrative policies, processes and procedures generally and in particular those related to programme/project administration, meetings and recruitment of consultants.
- Understanding of the functions and organizational structure of UNEP.
- Ability to 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.
- Demonstrated ability to apply good judgment in the context of assignments given.
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 collaborative with colleagues to achieve organizational goals;
- is willing to learn from others;
- places team agenda before personal agenda;
- shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
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.
- Supplemental training in technical and office management, secretarial studies or administration is desired.
- United Nations Administrative Support Assessment Test (ASAT) will be required
Work Experience
- At least five years of working experience in programme or project administration, and/or office management, preferably with the United Nations.
- Experience in managing administrative logistics of meetings and workshops 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
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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