Senior Programme Management Assistant

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education.

Salary

The salary for this job should be more than 2,411 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. UNEP’s Ecosystems Division works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition. This position is located in the Ecosystems Division at the Nairobi duty station. This post is located in UNEP, Ecosystems Division, Nairobi Convention Secretariat. Under the supervision of the Coordinator Nairobi Convention secretariat, the incumbent will be responsible for the following duties.

Responsibilities Programme Management - Provide expert assistance in the preparation and development of the project unit’s work programme and budget. - Monitor annual work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and suggests reallocations of resources and implements the reallocation as necessary. - Assist in the coordination of programme planning and preparation annual work plan and monitoring the status of project cooperation agreements (PCAs) and small-scale funding agreements (SSFAs) as well as receipt of relevant documentation for review and approval. - Assist programme managers in the elaboration of resource requirements for budget submissions. - Compile, summarize, and present basic information/data on specific demonstration projects and related topics or issues. - Review project documents especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identify inconsistencies; distribute project documents to relevant parties upon approval. - Serve as focal point for administrative coordination of programme implementation activities, involving extensive liaison with a diverse organizational units, national focal institutions and partners. - Prepare documentation for meetings and Missions; meetings and reports. - Coordinate extensively with service units and liaises frequently with internal team members both at Headquarters and in the field on issues related to project work - Organize and coordinate seminars, conferences and translations, drafting of agreements. - Provide guidance, training and daily supervision to other general service staff in the area of responsibility. - Maintain mailing links with all participating countries, partners and advisory centres and maintain all the MOUs signed for the project's implementation, etc. B) Budget and Finance - Assist in the financial management of the project; identify and recommend sources of procurement; produce tender documents follow up on purchase orders and contracts for procurement of goods and services. - Provide assistance in the review, and preparation of the medium-term plan and its revisions. - Review, analyze and assist in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements from departments/offices at headquarters and in the field, including programmatic aspects; ensures compliance with the medium-term plan and other legislative mandates. - Monitor budget implementation/expenditures and recommends reallocation of funds as necessary. - Review procurement and requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds. - Prepare budget reports - Review budget revisions; verify availability of funds; ensure necessary approval and entry in computerized budget system. C) General Administration - Assist in setting up of meetings, international conferences, liaise with relevant offices at UNEP regarding allocation of meeting rooms, preparation of agenda, list of participants as well as sending out invitations and paying of daily subsistence allowance (DSA) to the meeting participants. - Provide administrative support to meetings by typing and distributing minutes/reports of the meetings as required. - Process and subsequent follow-up of travel authorizations, organizing for tickets advise on visa acquisition, arranging for travel advance with Payments Unit, - Prepare pre-encumbrance for stock requisitions for the office and ensure availability of adequate supplies. - Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services. Audit the contractors' invoices against the goods and services. - Perform other related duties as required.

Competencies PROFESSIONALISM: 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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 decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. PLANNING & 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.

Education High School diploma or equivalent is required. Supplementary course in Business Administration, Financial Management, Programme/Project management or any other related field is required. Candidates must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally administered test at Offices Away from Headquarters. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.

Work Experience Minimum of ten (10) years of progressive work experience in programme or project administration, financial management, operations, technical cooperation or related area is required. Experience using Enterprise Resource Planning systems such as SAP/Umoja, PeopleSoft/inspira, e-meets or related programs is required. Experience using computer and office software packages (MS Word, Excel etc.) is required. Experience working with senior officials in the Regional Seas Conventions, UN agencies, Inter-governmental organizations and Non- Governmental organisations in environment protection, coastal and marine resources conservation and management is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of French is an advantage.

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice This is a project post.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.

Appointment against this position is for an initial period of one year and may be subject to extension. 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.

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 PHP, 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.

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.