Programme Management Assistant (Fixed-Term Limited)

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 a Senior Programme Management Officer, the incumbent will perform the following duties: Responsibilities1. Project review and data collection: Assist in managing the project review process; Review basic data for projects submitted by implementing agencies (IAs) and bilateral agencies (BAs) and bring to the attention of the supervisor any discrepancies or omissions; Extract data and information for projects from existing databases; Assist 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; Assist with visualizations and updating information material such as web pages or brochures. Prepare lists, tables and charts as required; Liaise with relevant agencies during project review process and follow up on responses; Arrange conference calls when requested. Maintain filing system (electronic and manual) for all projects under review by the supervisor. 2. Prepare and finalize documents for Executive Committee meetings: Draft project summaries for pre-session documents when requested; Proofread and make edits to draft texts when requested; Prepare, compile and format pre-session documents for submission and approval of the Chief Officer's office; Prepare project evaluation sheets and assist in the preparation of draft agreements as required; Draft introduction of documents prepared by the supervisor to be presented at the Executive Committee meeting; Assist the project review team in other tasks as required. 3. Provide support during pre-session preparation: Cross check and reformat translated pre-session documents; Format translated documents, prepare templates and documentation for posting. 4. Provide support during in-session and post-session of Executive Committee Meetings: Assist in the completion of final meeting report and insert updates to translated versions of final report. Proofread language versions of final meeting report. 5. Provide direct assistance to the Supervisor: Draft responses to routine correspondence for approval by the supervisor and ensure they are sent out in time and properly filed; Assist in mission preparation; Assist in preparation of presentations for international meetings and other meetings with agencies (e.g., Inter Agency Coordination Meeting (IACM); Follow-up on the implementation of decisions of the Executive Committee; Draft invitations for internal and external meetings; Provide overall office support in consultation with the supervisor. 6. 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. 7. Perform other related 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. 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. TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others' ideas and expertise and 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. EducationCompletion of High school diploma or equivalent is required. Job - Specific QualificationCertification in word processing, spreadsheets and database applications is required. Education or technical training in the field of administration or project/programme management is desirable. Work ExperienceA minimum of five (5) years of experience in the field of administration and project/programme management support or related area is required. The minimum number of years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree. Experience in drafting meeting reports, meeting documents is required. Experience in gathering and analyzing data is required. Experience in proofreading proofs of an edited document against previous marked copy is required. 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 working with senior management in the United Nations System or similar international organization is desirable. A minimum of 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 will 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. Candidate selected for this position will be granted a fixed-term appointment limited (\"FTA-limited\") in accordance with section 2.2 (b) of administrative instruction ST/AI/2013/1 on Administration of fixed-term appointments. Renewal of appointment is contingent upon continued existence of mandate and availability of funding. If this position is discontinued, the incumbent will be separated from service. United Nations Secretariat staff members who meet the definition of \"internal candidate\" in staff rule 4.10 who are selected for this position will be reassigned or transferred to the position, without a lien to their parent position. 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. 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. 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.