Programme Management Assistant

Org. Setting and ReportingThe United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org). The post is in the Interpretation Section, Division of Conference Services, UNON. Within delegated authority, and reporting to the Senior Programme Management Assistant, the incumbent will be responsible for the following duties: Responsibilities1. Provides assistance in support of planning and programming assignments of interpreters both regular and temporary staff considering all programming and AIIC requirements for assignment of language personnel including sign-language interpreters. • In liaison with the Programming Officer, analyzes hiring needs, taking into account all programming requirements including applicable workload standards and capacity utilization. • Proposes the draft daily assignment list for approval by the Chief of Section, taking into account established plans and subsequent updates; Makes the necessary adjustments in the event of a change of schedule or the absence of an interpreter, often within limited timeframes. • Consults with the Planning and Coordination Section to confirm interpretation needs for conferences, meetings and missions. • Is responsible for ensuring the overall completeness of the availability lists for permanent interpreters (annual leave and other periods of absence) and for temporary interpreters. • Ensures that the full draft programme with AM/PM assignments is shared with all in-house interpretation staff on weekly basis. • Based on established needs, makes formal offers of work assignments to freelance interpreters, collaborating with administrative support colleagues for related freelance recruitment formalities. • Ensures that all details of assignments that impact utilization of Interpretation Service reporting are accurately recorded in the e-APG system. 2. Prepares statistical reports, verifying any perceived anomalies and updating as necessary based on other known data; liaises with the relevant Services in the Division on productivity figures, interpreter-days, Service assignments, freelance time and attendance data, and related matters. • Based on knowledge of interpretation programming, makes recommendations for improvements to the design and delivery of interpretation programming functions, and to the maintenance and enhanced development of the interpretation programming system with the aim to leverage technology. • Generate detailed reports on cancellations and the cost impact, as required. 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. 3. Support staff and freelancers with administrative actions relating to travel, financial actions and leave, making use of ERP systems such as UMOJA, and other working tools. 4. Regularly monitors all forms of correspondence received, takes action, redistributes or escalates matters as appropriate; Drafts routine correspondence as required. • Maintains up-to-date work unit files and data tables (both paper and electronic). 5. Performs other related administrative duties relating to the day-to-day functioning of the service, as required. • May be called upon to replace other staff in the section in their absence. 6. Maintaining and updating the Global Language Roster (GLR) for UNON/Division of Conference Services/Interpretation Section front-desk. 7. Performs other duties as may be required. Competencies• PROFESSIONALISM: Knowledge of internal policies, processes, and procedures generally and in particular those related to programme of work management. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify, independently assess, formulate recommendations and/or resolve a wide range of issues/problems, undertake research, and gather information from standard sources and to work well with figures including ability to analyze and understand financial data. Ability to design information data bases from multiple sources into an integrated programme evaluation system. Ability to direct, supervise and train office support staff. Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness, and ability to deal proactively and tactfully with offices throughout the organization. The ability to perform analysis, modelling, and interpretation of data in support of decision-making. 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. 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: 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. • PLANNING & ORGANIZATION: 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. EducationCompletion of secondary education/ high school diploma is required. Supplementary training in project/programme management, business administration, finance, statistics or related field is required. Job - Specific QualificationNot available. Work ExperienceA minimum of 5 years of progressive work experience in programme/project management, administrative services, conference services, finance, human resources or related area is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher. Knowledge of Microsoft Office applications and Enterprise Resource Planning (ERP) Systems is required. Two years' experience in processes and procedures related to travel, meetings or administrative services is desirable. 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 this position, 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 position is for an initial period of one year and any extension will be subject to availability of funds. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the 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. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. Internal Applicants: When completing the 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. 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 \"Need Help?\" 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. 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.