Programme Management Assistant

Org. Setting and ReportingThe 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. The Multilateral Fund for the Implementation of the Montreal Protocol (MLF) supports projects to reverse the deterioration of the Earth's stratospheric ozone layer and reducing consumption of high global warming hydrofluorocarbons (HFCs). It was established in 1991 as the financial mechanism of the Montreal Protocol to assist developing countries (Article 5 countries in the language of the Protocol) in complying with their obligations under the Montreal Protocol. The Multilateral Fund is managed by an Executive Committee (ExCom) with an equal representation of seven industrialized and seven Article 5 countries that are elected annually by the Meeting of the Parties. The Committee reports every year to the Meeting of the Parties on its operations, and it is assisted by the Fund Secretariat, located in Montreal, Canada and administered by UNEP (www.multilateralfund.org). The position is based at the Montreal duty station. Under the overall supervision of the Chief Officer, MFL and the direct supervision of the Deputy Chief Officer, MFL the incumbent will be responsible for the following duties: Responsibilities1. Policy and Programme Support: • Provides assistance in the follow-up on policy decisions and strategic guidance from the Executive Committee and the Meeting of the Parties into the Fund’s work programme, and its implementation and reporting. • Researches, compiles, analyses, summarizes, and presents relevant data and information for the preparation of policy documents, business plans, project documents/reports, and contracted studies related to the operation of the Multilateral Fund. • Assists the supervisor and the Project Review Team in the coordination of programme/project planning and preparation, and monitors status of requested submissions by implementing agencies; takes necessary action to ensure draft documents are completed and submitted to the Secretariat’s Chief Office for review, revision and clearance. • Assists in the preparation of meeting documentation, Fund Secretariat’s reports of activities, policy overviews and project documents, and of Inter-agency Coordination Meetings (IACM) and relevant reports. • Assists supervisor in extracting relevant data and information from submissions and existing databases, preparing lists, tables and charts for use in the preparation of documents for submission to the Executive Committee. • Assists the supervisor in communicating with implementing agencies in gathering data and information, and follow-up related to different Multilateral Fund processes, including, for example, business planning and project review; maintains an up-to-date electronic and manual filing system; provides assistance to comply with reporting requirements, guidelines, rules and procedures; and ensures submission of all relevant and reliable data and information. • Drafts correspondence and communications and prepare presentations on all aspects of policy and programme activities, and reports related to the operation of the Multilateral Fund. 2. Executive Committee Meetings Support: • Provides support during in and post-session Executive Committee meetings. • Contributes to the draft meeting report and conference room papers, arranges electronic directories and background document for report writers. • Coordinates with the Information Management Officer and the Meetings Services Assistant in assembling and formatting individual sections of the draft report and ensuring accurate corrections in the final document. • Ensures the complete review, accurate corrections and finalization of draft agreements and decisions. • Assists with proofreading language versions of final meeting report, cross-checking and reformatting translated documents according to prepared templates. • Assists in the preparation and finalization of meeting reports in UN official languages and meeting summaries for publication/posting on the website. 3. General Office Support: • Drafts responses and routine correspondence and ensures timely transmission and proper filing. • Assists in mission preparation and reporting. • Assists in the preparation of presentations for international meetings, including IACM. • Prepares terms of reference for consultants as may be required. • Follows up on the implementation of decisions of the Executive Committee and prepares relevant correspondence and documents. • Drafts invitations for internal and external meetings organized by the Secretariat; Prepares, maintains and updates files (electronic and paper), and assists in keeping the Multilateral Fund website, portals and internal databases up to date. • Designs and generates a variety of periodic and ad hoc reports, newsletters, statistical tables, graphics and other background materials/notes/stories for internal and external purposes. • Assists with the collection and analysis of data as well as 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. 4. Performs other duties as assigned. CompetenciesPROFESSIONALISM: Knowledge and understanding of theories, concepts and approaches relevant to programme/project planning, management and monitoring. Ability to perform analysis, modeling and interpretation of data in support of decision-making. Ability to identify issues, analyze and participate in the resolution of issues/problems. The ability to perform analysis, modeling and interpretation of data in support of decision-making. Ability to apply judgment in the context of assignments, plan own work and manage conflicting priorities. Show pride in work and in achievements; Demonstrate 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. COMMUNICATION: Speak and write clearly and effectively; listen to others, correctly interprets messages from others and responds appropriately; ask questions to clarify and exhibits interest in having two-way communication; tailor language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. PLANNING AND ORGANIZING: Develop clear goals that are consistent with agreed strategies; identify priority activities and assignments; adjust priorities as required; allocate appropriate amount of time and resources for completing work; foresee risks and allows for contingencies when planning; monitor and adjusts plans and actions as necessary; use time efficiently. EducationCompletion of High school diploma or equivalent is required. Job - Specific QualificationEducation or technical training in the field of administration or project/programme management is desirable. Work ExperienceA minimum of seven (7) years of experience in programme/project administration, preparation and monitoring; research; data and information analysis or related is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher. Experience with various operating systems, such as Microsoft Windows, and the common Microsoft Office applications including Excel (for spreadsheets), Word (for word processing), Access (for database programs), and Internet Explorer (for web browsing), is required. Experience in drafting meeting reports, meeting documents is required. Experience working with senior management in the United Nations System or similar international organization is desirable. Experience in maintaining websites and databases is desirable. One (1) year or more of experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position 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 areas. 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. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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. 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. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment. 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. 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