PROGRAMME MANAGEMENT ASSISTANT

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 1,574 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting 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.

The overall objective of the UNEP's Industry and Economy Division is to encourage decision-makers in government, local authorities and industry to develop and adopt policies, strategies and practices and technologies that promote sustainable patterns of consumption and production, make efficient use of natural resources, ensure safe management of chemicals and contribute to making trade and environment policies mutually supportive. It promotes the development, use and transfer of policies, technologies, economic instruments, managerial practices and other tools that assist in environmentally sound decision making and the building of corresponding activities.

The GEF Unit of the Chemicals and Health Branch is responsible for the development and management of all GEF projects implemented by UNEP in the Chemicals and Wastes focal area. The Unit has a large portfolio and GEF investment supporting countries in their implementation of the Stockholm Convention, the Minamata Convention and SAICM.

The position is located in the Industry and Economy Division, Chemicals and Health Branch, Global Environment Fund/Chemicals and Waste Unit in Nairobi duty station. The incumbent will work under the overall supervision of the Task Manager and will perform the following duties:

Responsibilities Provision of support to project implementation activities Responsible for tracking monitoring and evaluation status and documentation, by: - Managing focal area (POPs) database of individual country project files (paper and electronic), project documentation, budgetary and finance records, progress reports, national technical reports, terms of reference/job descriptions of national and international consultants, consultant mission reports and correspondence on a daily basis; - Reviewing for completeness and accuracy the periodic administrative/financial reports and funds transfer papers submitted by national project counterparts, bringing to the attention of project managers any deficiencies or problems for all POPs projects; - Maintaining electronic records describing the progress and status of individual projects including expenditure and planned expenditure information, liaising with Funds Management as necessary; - Tracks financial and substantive project reporting and informs Task Manager of delays, analyzes the financial and administrative data and prepares relevant and required documents for the Task Managers; - Serves as focal point for administrative coordination of programme/project implementation activities through involving extensive liaison with the diverse organizational units to initiate requests, obtain necessary clearances for internally executed projects; - Initiates processes and follow-ups on administrative actions, and prepares the relevant documentation e.g.: for recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc; - Tracks project document internalization; - Organizes reporting and logistic arrangements for periodic meetings – draft report/minutes if required and if relevant, teleconferencing, and ensuring equipment required is in place and functioning prior to meetings; - Provision of support to project development activities; - Supports in the preparation and formatting of project proposals in accordance with GEF and UNEP templates relevant in the project cycle through; - Monitoring the status of programme/project proposals and receipt of relevant documentation for review and approval; - Compilation, summarizing and presenting basic information/data on specific programmes/projects and related topics or issues; - Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature, identifies inconsistencies; - Ensures quality control of documents through verification of GEF and UNEP templates as relevant in the UNEP project cycle; - Compiles, summarizes and enters data on projects, drafts related status reports, identifying delays in delivery, and brings to the attention of management. - Drafts correspondence on project-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, spreadsheets - Initiates the distribution of project documents to relevant parties upon approval Provision of administrative support to GEF Operations: Responsible for maintaining focal area database and undertake database tracking of pipeline and portfolio projects through: - Tracking milestones of projects and generating project information/history; - Hard archive manager, responsible for electronic filing on a regular basis by managing an efficient filing system, maintain current database of working files and other documents relevant to the portfolio of projects; - Coordinates library and archive of focal area documentation and knowledge products periodically; - Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; - Coordinates routine administrative tasks, such as, assessing telephone billing, recording travel/leave, draft internal and external correspondence on subjects requested, placing international and local telephone calls upon request; - Provides professional staff with administrative support (including assistance to new staff). - Organizes meetings and workshops, and assists focal area team; - Prepares and supports action plans of their proceedings; including logistical arrangements for issuance of tickets, DSA, hotel bookings, meeting room, badges, and hospitality; - Prepares slides and transparencies for staff use at workshops; Ensures availability of conference equipment during workshops; - Prepares pre-encumbrance for workshop equipment and services; - Processes travel arrangements/approvals for focal area staff on mission, prepares the necessary documents for participation in missions, acquires an itinerary, booking of hotels, attains visas necessary for travel, ticketing, circulation of mission reports, ensures travel claims are processed within the acceptable times for onward action, prepares documents for home leave; - Provides back up support to other Focal Area programme assistants and outposted Programme Assistants: - Briefs out-posted Programme Assistants on Focal Area specific issues providing guidance on project, programand Team management and communication; - Supports the preparation or prepares, processes and follows-up on contracts for consultants and commitments; - Performs other duties as assigned. - Prepares and disseminates formal correspondence drafted by Task Managers. - Provision of support for GEF Operations and UNEP Corporate Activities through: - Assisting the Sub Programme Coordinator in collecting and analyzing information for business planning; - Assisting the Sub Programme Coordinator and Focal Area Teams in collecting and organizing information for GC/GMEF, UNEP SMT, UNEP EO and other UNEP-wide processes, such as joint programming; - Assisting Sub Programme Coordinator and Focal Area Teams in collecting, analyzing, preparing and organizing information for GEF related process such as GEFOPs, Focal Area Inter-Agency Task Force sheet.; - Keep track of organizational changes and management activities. - Responsible for self-learning and training S/M to participate with all mandatory UN, UNEP and training courses. - 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. - Perform any other duties as may be assigned.

Competencies Professionalism: Knowledge of computer applications such as MS office application (excel, word and power point), knowledge of database soft ware is a requirement. Background of administrative and financial issues of the UN; - Ability to produce accurate financial computation. The ability to perform analysis, modeling 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).

Teamwork: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others’ ideas and expertise, is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

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 the audience; Demonstrates openness in sharing information and keeping people informed.

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.

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.

Education Completion of High school diploma or equivalent.

Job - Specific Qualification Technical Diploma or equivalent in management or public/business administration is desirable.

Work Experience At least five (5) years of experience in administration, programme or project administration or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher. Please explain how you meet this criterion using examples.

A minimum of three (3) years of experience within the United Nations common system or other international organization is desirable. Please explain how you meet this criterion using examples.

Experience working on Enterprise Resource Planning (ERP) systems such as Umoja is desirable. Please explain how you meet this criterion using examples.

A minimum of one (1) year or more of experience in data analytics or related area is desirable.

Languages English 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 areas.

Assessment Evaluation of qualified candidates for this position may include a substantive assessment, such as a written test, which will be followed by a competency-based interview by phone or teleconference.

Special Notice - This position is temporarily available up to December 2023. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

  United Nations Considerations According 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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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 Fee THE 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.