Programme Management Assistant

Volunteering Admin Programme & Policy

Overview

Manage secretariat operations and support programme activities efficiently.

You have:

• A minimum of three (3) years of experience within the UN common system or other international organization is desirable.
• Experience working on Enterprise Resource Planning (ERP) systems such as Umoja is desirable.
• A minimum of one (1) year or more of experience in data analytics or related area is desirable.
• Project Management of environmental-related projects at the national and/or international level; experience working in the UN or other international development organization.
• Excellent oral and written skills; excellent drafting, formulation, reporting skills.
• Accuracy and professionalism in document production and editing.
• Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners.
• Ability to work effectively in a multicultural team of international and national personnel.
• Solid overall computer literacy, including proficiency in various Microsoft Office applications (Excel, Word, among others).
• Self-motivated; ability to work with minimum supervision and meet tight deadlines.

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

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.

UNEA resolution 5/8 “Science-policy panel to contribute further to the sound management of chemicals and waste and to prevent pollution” was passed at UNEA 5.2 in February 2022. The resolution called upon the UNEP Executive Director to constitute an ad-hoc open-ended working group (OEWG) in 2022 in order to develop proposals for the establishment of a science-policy panel on chemicals, waste and the prevention of pollution. The resolution specifies that the ambition for the OEWG process is to result in proposals for the establishment of the new panel for consideration and adoption by an intergovernmental meeting to be convened by the Executive Director. In March 2022, the United Nations Environment Assembly at its resumed fifth session (UNEA-5.2) decided that a science-policy panel should be established to contribute further to the sound management of chemicals and waste and to prevent pollution. Through its resolution 5/8, UNEA further decided to convene, subject to the availability of resources, an ad hoc open-ended working group (OEWG) to prepare proposals for the science-policy panel, to begin work in 2022 with the ambition of completing it by the end of 2024.

The position is located in the Industry and Economy Division, Secretariat of the ad hoc open-ended working group on a science policy panel on chemicals and waste and to prevent pollution, in Nairobi duty station. The incumbent will work under the overall supervision of the Principal Coordinator.

-Managing the Secretariat’s database of electronic files, documentation, budgetary and finance records, terms of reference/job descriptions for international consultants, staff and consultant mission reports and correspondence on a daily basis. -Reviewing periodic administrative/financial reports and funds transfer documents submitted by donors for completeness and accuracy and bringing any deficiencies or problems to the attention of managers. -Maintaining electronic records describing the progress and status of expenses and contributions, liaising with Funds Management as necessary. -Tracking financial and substantive reporting, informing managers of delays, analyzing financial and administrative data, and preparing relevant and required documents for managers. -Serving as focal point for administrative coordination of programme implementation activities, involving extensive liaison with diverse organizational units to initiate requests and obtain necessary clearances for internally executed projects. -Initiating processes, following up on administrative actions, and preparing relevant documentation (e.g., recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, and procurement of equipment and services, etc. -Supporting reporting and logistical arrangements for periodic meetings, including drafting report/minutes if required, arranging teleconferencing, and ensuring necessary equipment is in place and functioning prior to meetings. -Compilation, summarizing and presenting basic information and data on specific programmes and related topics or issues. -Reviewing programme documents, especially cost plans and budgets, for completeness and compliance with relevant rules and procedures before submission for final approval and signature, identifying inconsistencies. -Ensuring quality control of documents by verifying compliance with UNEP templates, as relevant in the UNEP project cycle. -Compiling, summarizing, and entering programme data, drafting related status reports, identifying delays in delivery, and bringing them to the attention of management. -Drafting correspondence on programme-related issues and preparing and updating periodic reports, briefing notes, graphic and statistical summaries, and spreadsheets. -Acting as the hard archive manager, responsible for electronic filing on a regular basis by managing an efficient filing system, ensuring an up-to-date database of working files and other relevant documents. -Coordinating and maintaining the library and archive of focal area documentation and knowledge products periodically. -Providing general office assistance, responding to complex information requests and inquiries, reviewing, logging and routing incoming correspondence, and maintaining files and records. -Coordinating routine administrative tasks, such as recording travel and leave, drafting internal and external correspondence as required, and placing international and local telephone calls upon request. -Providing administrative support to professional staff, including assistance to new staff. -Organizing meetings and workshops, assisting the focal area team, and supporting action plans, including logistical arrangements for ticket issuance, daily subsistence allowance (DSA), hotel bookings, meeting room bookings, badges, and hospitality. -Preparing slides and visual materials for staff use at workshops, ensuring availability of conference equipment. -Preparing pre-encumbrance for workshop equipment and services. -Processing travel arrangements and approvals for focal area staff on mission, preparing the necessary documents for mission participation, acquiring itineraries, booking hotels, securing travel visas, arranging ticketing, circulating mission reports, ensuring timely process of travel claims, and preparing home leave documents. -Providing backup support to other Programme Assistants and outposted Programme Assistants, including: o Briefing out-posted Programme Assistants on specific issues, offering guidance on project, programme and team management and communication. o Supporting or preparing, processing, and following up on consultant contracts and commitments. o Performing other duties as assigned. -Keeping track of organizational changes and management activities. -Assisting with data collection and analysis, as well as preparing data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. -Assisting with visualizations and updating information material such as web pages or brochures. -Performing any other duties as assigned.

•Accountability •Teamwork •Planning and organizing •Professionalism •Client orientation

administration, programme or project administration or related area is required A minimum of three (3) years of experience within the United Nations common system or other international organization is desirable. Experience working on Enterprise Resource Planning (ERP) systems such as Umoja is desirable. A minimum of one (1) year or more of experience in data analytics or related area is desirable. •Project Management of environmental-related projects at the national and/or international level; experience working in the UN or other international development organization •Other desired/mandatory required technical knowledge. •Excellent oral and written skills; excellent drafting, formulation, reporting skills. •Accuracy and professionalism in document production and editing. •Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development. •Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel. •Solid overall computer literacy, including proficiency in various Microsoft Office applications (Excel, Word, among others), e-mail, and internet; familiarity with database management; and office technology equipment. •Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines;

The Republic of Kenya is an equatorial nation on the coast of East Africa, neighbouring Somalia, Ethiopia, Sudan, Uganda, Tanzania, and the Indian Ocean. Kenya has two levels of Government; National Government and 47 sub-national Governments called Counties. Counties are further divided into sub-counties.

Kenya is a multi-party state with Executive, Legislative, and Judicial branches. Kenya’s population of more than 40 million is growing at an annual rate of 2.2%. The country’s GNP per capita estimated at purchasing power parity (PPP) is $975, and the GNP is growing at an average rate of 0.1% annually. More than 26% of Kenya’s people live below the international poverty line of $1 per day. Kenya’s main food crops are “maize, wheat, pulses, roots and tubers.” (FAO).

Nairobi is a modern metropolitan city where most basic goods and services, health facilities, public transport, telecommunication and banking services and educational facilities are readily available. The city is widely connected through its main airport, Jomo Kenyatta International Airport and the smaller Wilson Airport. Air transport is also available to many up-country destinations. The city is home to some 3,000 UN personnel mainly attributed to the fact that it serves as the headquarters for both the UN HABITAT and UNEP.

The socio-economic and cultural background of the immediate society the UNV would be living and working in is diverse and prevailing security conditions at the place of assignment is modest. The topographic and climatic features of the assignment location is highland cool and warm tropical climate. You can check full entitlements at the duty station at https://app.unv.org/calculator. The complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos.”

You can check full entitlements at the duty station at https://app.unv.org/calculator. The complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos.”

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: unv.org