UN Environment (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. This position is located in UNEP’s Corporate Services Division at the Nairobi duty station. Under the supervision of the Principal Finance Advisor, the Programme Management Assistant will be responsible for the following duties:
Responsibilities
• Providing assistance in support of planning and implementation activities/processes for, typically, a large and highly complex component of the departmental programme/project initiatives.
• Researching, compiling, analysing, summarising, and presenting basic information/data on specific programmes/project and related topics.
• Assisting in the coordination of programme/project planning and preparation; monitoring status of programme/project proposals; taking necessary action to ensure project documents are completed and submitted to relevant parties for approval.
• Assisting in the preparation and analysis of programme/project budget proposals; providing assistance in the interpretation of budget guidelines; reviewing and coordinating submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; proposing adjustments as necessary; preparing reports and ensuring that outputs/services are properly categorized.
• Assisting in the monitoring and evaluation of programmes/projects; categorising, updating, tracking and analysing data related to programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc. carrying out periodic status reviews, identifying issues and initiating requisite follow-up actions; preparing revised budget estimates and reports on budget revisions, expenditures and obligations, verifying availability of funds; ensuring necessary approval and entry in computerized budget system; initiating financial authorizations for expenditures.
• Collaborating with programme/project managers on performance reporting; liaising with relevant parties on the interpretation of the activities/services scheduled in the Programme Budget and various planning instruments such as the medium-term plan and internal work plans; providing assistance on reporting requirements, guidelines, rules and procedures and ensuring completeness and accuracy of data submitted.
• Drafting programme/project summaries, coordinating review and clearance process, and coordinating with editor, translation services, etc. on finalization and publication of report in multiple languages.
• Serving as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, preparing standard terms of reference against programme/project objectives, obtaining necessary clearances, processing and following up on administrative actions and resolving issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Preparing, maintaining and updating files (electronic and paper) and internal databases; designing and generating a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
• Drafting correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as preparing unit contributions for a variety of periodic reports.
• Providing guidance and training to new/junior staff.
• Performing other related duties as assigned.
Competencies
•PROFESSIONALISM: Knowledge of policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. 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 decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
•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.
Education
High school diploma or equivalent is required. Additional technical qualifications, such as proficiency in MS Office is required.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.
The GGST is administered to applicants when required before the administration of a written assessment and/or interview.
Work Experience
A minimum of seven years of progressive relevant work experience in programme and project administration, technical cooperation, administrative services, finance, accounting, audit, human resources or a related area is required.
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 another official United Nations language is an advantage.
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 on a local basis. This position is open for recruitment 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. Please note that extension of the appointment is subject to a satisfactory performance review, extension of the mandate and/or the availability of the funds. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment.
Notice to Internal Applicants: When completing the Personal History Profile form (PHP), please ensure that 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.
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. 2. If you do not receive an email acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.
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.
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