Posting Title: Programme Assistant, G7
Job Code Title: Senior Programme Management Assistant
Department/ Office: United Nations Environment Programme
Duty Station: NAIROBI
Posting Period: 13 October 2015-12 November 2015
Job Opening number: 15-PGM-UNEP-47959-R-NAIROBI (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
Appointment against this post is on a local basis. 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. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. 1. 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 e-mail 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.
Organizational 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 Division of Early Warning and Assessment (DEWA) is responsible for analyzing the state of the global environment, providing early warning information and assessing global and regional environmental trends to catalyze and promote international cooperation and action on the environment. This position is located in the Country Outreach, Technology and Innovation Branch (COTI), under the direct supervision of the Programme Officer.
Responsibilities
To assist with integration of environmental information assets held by the UN, Member States and scientific and technical partners worldwide through UNEP Live
- Independently provides full range of programme/project management and implementation assistance at all phases of the programme/project cycle.
- Researches, compiles, analyses, summarizes, and presents basic information/data on wide range of programmes/projects and related topics.
- Tracks resolutions and other legislative decisions that affect programme/project content and oversees the preparation of the relevant database(s).
- Reviews, appraises and revises, as necessary, all submissions for substantive programmes/projects.
- Works with funding agencies in arranging financing modalities; obtains requisite clearances; ensures establishment of proper monitoring systems through scheduled reporting, review meetings and missions.
- Drafts budget and forecast based on submissions; prepares monitoring checklists, identifying stages of programme/project development, funding source, inputs by reviewing internal and external bodies, and follow-up actions required.
- Monitors budgetary commitments, prepares periodic budget revisions, reconciles accounts with amended budget; evaluates trends of financial implementation.
- Prepares briefings on programme/project-related activities; drafts inputs for a wide range of documents/reports, briefings/debriefings, correspondence, etc.
- Serves as focal point for coordination, monitoring and expedition of implementation activities and participates in programme/project evaluation; monitor implementation at all stages; liaises with diverse organizational units to initiate requests; prepares standard terms of reference against programme/project objectives, obtains necessary clearances, processes and follows-up on administrative actions and resolves issues related to project implementation.
- Arranges for formal closures of projects, final budget revision, transfer of equipment, clearance, publication and distribution of final report.
- Provides secretariat services to committees, ad hoc tasks forces, etc.; drafts and circulates agenda notes to members/participants; assembles background documentation; drafts minutes of the meeting; monitors follow-up actions, etc.
- May undertake mission/field work in support of above activities.
- Establishes internal databases; sets up, files, stores and manages data and information relevant to the scope of programme/project activities.
- Supervises office support staff, including distribution and review of work assignments, training, and inputs to performance evaluation.
- Performs other duties as assigned.
Competencies
PROFESSIONALISM
- Knowledge of internal 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, independently assess, formulate recommendations and/or resolve a wide range of issues/problems, undertake research and gather information from standard sources and to work well with figures including ability to analyze and understand financial data.
- Ability to design information data bases from multiple sources into an integrated programme evaluation system.
- Ability to direct, supervise and train office support staff.
- Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness and ability to deal proactively and tactfully with offices throughout the organization.
- 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.
TECHNOLOGICAL AWARENESS
- Keeps abreast of available technology;
- understands applicability and limitation of technology to the work of the office;
- actively seeks to apply technology to appropriate tasks;
- shows willingness to learn new technology.
Education
- Completion of secondary school is required. Supplemental training in programme and project training is desirable. Proficiency in MS Word, Excel, Power Point, MS Project and web browsers is as added advantage.
- Must have passed the United Nations Administrative Support Assessment Test (ASAT) or the Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices away from Headquarters.
Work Experience
- A minimum of Ten (10) years of progressively responsible experience in programme or project administration or technical cooperation especially in knowledge management, systems analysis and development of knowledge platforms in an international organization environment.
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 Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
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