Programme Management Assistant

Org. Setting and ReportingThese positions are located primarily in the United Nations Environment Programme (UNEP). The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system, and serves as an authoritative advocate for the global environment. UNEP's Ecosystems Division 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. This post is located in the GEF Biodiversity and Land Degradation Unit (GEF BD/LD Unit), Biodiversity and Land Branch within the Ecosystems Division at the Nairobi duty station. Under the direct supervision of the two Task Managers and the overall guidance of the Chief of the GEF BD/LD Unit, who are based in Nairobi, the incumbent will perform the following duties: Responsibilities• Provides assistance in support of planning and implementation activities/processes for, typically, a large and highly complex component of the departmental programme/project initiatives. • Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics. • Assists in the coordination of programme/project planning and preparation; monitors the status of programme/project proposals; follows up 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. • Assists in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks, and analyses data related to programmes/projects; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; follows up on the preparation of revised budget estimates and clearances of budget revisions, expenditures, and obligations; initiates verification of the availability of funds; ensures necessary approval and entry in the computerized budget system; and initiates financial authorizations for expenditures by finance colleagues. • Collaborates with programme/project managers on performance reporting; provides assistance on reporting requirements, guidelines, rules, and procedures; and ensures the completeness and accuracy of the data submitted. • Drafts programme/project summaries, coordinates review and clearance processes. • Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with diverse organisational units to initiate requests, obtain necessary clearances, process, and follow-up on administrative actions and issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in workshops, authorization of payments, disbursement of funds, procurement of equipment and services. • Prepares, maintains, and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials and notes. • Drafts correspondence and communications related to all aspects of programme/project administration, as well as compiles unit contributions for a variety of periodic reports. • Provides general administration support to the team. • Assists with the collection and analysis of data as well as the 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. • Performs other duties as assigned. CompetenciesPROFESSIONALISM: 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 identify and resolve a range of issues/problems and problems, work well with figures, undertake basic research, and gather information from standard sources. Ability to perform analysis, modeling, and interpretation of data in support of decision-making. Demonstrated ability to apply good judgment in the context of assignments given. 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. 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; and uses time efficiently. CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. EducationHigh school diploma or equivalent is required. Job - Specific QualificationAdditional technical training in Programme, Administration, Accounting, Finance or other relevant field is desirable. Work ExperienceA minimum of seven (7) years of experience in programme or project administration, technical support, or other related fields is required. The minimum number of years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher. Experience in the monitoring and evaluation of programmes/projects is desirable. Experience with Global funds such as the Global Environment Facility (GEF) is desirable. Experience working with an enterprise resource planning (ERP) system is desirable. Experience working with an international organization is desirable. One (1) or more years of experience in data analytics or a related area is desirable. LanguagesEnglish 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. NOTE: ''Fluency'' equals a rating of ''fluent'' in all four areas (read, write, speak, understand) and ''Knowledge of'' equals a rating of ''confident'' in two of the four area. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeAppointment against this post is for an initial period of one (1) year and may be subject to extension. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. Internal Applicants – when completing the Candidate Profile form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. 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. If the problem persists, please seek technical assistance through the Inspira \"Contact Us\" link. United Nations ConsiderationsAccording to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. 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Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No FeeTHE 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.