Programme Management Assistant
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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. More about G-5 contracts.
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 Economy Division is to encourage decision makers in government, local authorities, industry and finance to develop and adopt policies, strategies, 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.
This position is based in Economy Division's Resources & Markets Branch, Consumption and Production Unit, at the Paris duty station. Under the supervision of the Chief of the Resources and Markets Branch and of the Head of the Consumption and Production Unit, the incumbent will be responsible for the following:
Responsibilities HUMAN RESOURCES MANAGEMENT: •Initiates, processes, monitors, reviews and follows-up on actions related to the administration of the Unit and Branch’s human resource activities, e.g., recruitment, placement, planning, relocation, promotion, performance appraisal, job classification reviews, separation, training etc., ensuring consistency in the application of regulations and procedures. •Enters, maintains and certifies administrative data and records for time and attendance, performance appraisal, etc. in electronic information systems. •Reviews entitlements-related claims and reports. •Provides advice and guidance to staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary. •Maintains and reviews organizational staffing tables; prints and reviews Enterprise Resource Planning (ERP)/Umoja reports.
BUDGET AND FINANCE: •Monitors status of expenditures and allotments through ERP/Umoja, records variations, updates budget tables. •Consolidates data received and provides support to higher-level staff with respect to budget reviews of relevant intergovernmental and expert bodies. •Monitors and prepares reports as per donor requirements. •Reviews status of relevant expenditures and compares with approved budget. •Reviews open commitments and follows up on the liquidation of the same. •Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged and (b) availability of funds. •Assists in the preparation of budget performance submissions. •Prepares statistical tables and standard financial reports.
GENERAL ADMINISTRATION: •Prepares, processes and follows-up on administrative arrangements and forms related to the official travel of meeting participants and consultants. •Drafts routine correspondence. •Maintains files of rules, regulations, administrative instructions and other related documentation. •Maintains up-to-date work unit files (both paper and electronic). •Coordinates extensively with the Units, the Branch and the Division and liaises frequently with internal team members. •Performs other related administrative duties, as required, e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; organizing and coordinating administrative arrangements for seminars, conferences and translations.
CONTRACT ADMINISTRATION: •Assists with day-to-day administration of contracts between the UN and external contractors and implementing partners for outsourced services. •Reviews and processes agreements of cooperation with implementing partners, monitors the reporting from implementing partners. •Audits the contractors' and implementing partners’ invoices against the goods and services provided and approved by the UN. •Processes the payment of contractors' invoices and monitor payments.
PERFORM OTHER RELEVANT DUTIES
Competencies •PROFESSIONALISM: In-depth knowledge of use of Systems Applications and Products (SAP) or other equivalent ERP financial systems. Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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.
•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 decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Education High school diploma or equivalent is required. Additional technical training in the fields of accounting/finance and administration is desirable.
Work Experience A minimum of five (5) years of progressive experience in administrative services, finance, accounting, audit, human resources or related area is required. Experience working with Enterprise Resource Planning Systems such as Systems, Applications and Products (SAP) or equivalent systems is required. Experience in project/grant management, budgeting, accounting or financial management is desired. Experience in organizing meetings, conferences and events including making travel and accommodation arrangements for senior officials and meeting participants is desired Experience in preparing and customizing financial reports and analyzing and presenting data using Microsoft Excel and other Microsoft tools is desired. Experience in facilitating recruitment of staff and assisting managers and staff on the interpretation and application of human resources policies is desired.
Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French is desirable.
NOTE: ‘Fluency’ equals a rating of ‘fluent’ in all four areas (speak, read, write and understand) and ‘Knowledge of’ equals a rating of ‘confident’ in two of the four areas.
Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice Appointment against this post is for an initial period of one year and may be subject to extension. The 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. External candidates will be considered only when no suitable internal candidate from the duty station is identified. .
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.
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.
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.
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.
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.