Programme Management Assistant

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    4 months ago
  • Category:
    Project Management
  • Deadline:
    07/12/2023

JOB DESCRIPTION

Job Opening
Job Opening ID218645
Job Network : Economic, Social and Development
Job Family : Programme Management
Category and Level : General Service and Related CategoriesG-6

Duty Station : NAIROBI

Department/Office : United Nations Environment Programme
Date Posted : Nov 8, 2023
Deadline : Dec 7, 2023
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 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. This post is in UNEP’s Industry and Economy Division, Energy and Climate Branch, Global Environment Facility (GEF) Climate Change Mitigation Unit, Nairobi duty station. Under the direct supervision of the Programme Officer and the overall supervision of the Senior Programme Officer, the incumbent will be responsible for the following duties:
Responsibilities
I. Programme and Project Development – Provides assistance in support of planning and implementation activities and processes for, typically, a large and highly complex component of the unit program or project initiatives. – Researches, compiles, analyzes, summarizes, and presents basic information and data on specific programs, projects, and related topics. – Assists in the coordination of program/project planning and preparation; monitors the status of program/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval. – Assists in the preparation and analysis of program and project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of program proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; proposes adjustments as necessary; prepares reports; and ensures that outputs and services are properly categorized. II. Program and Project Implementation – Assists in the monitoring and evaluation of programs and projects; categorizes, updates, tracks, and analyzes data related to programs and projects, e.g., accounting records, outputs, resources utilized, deviations and revisions, etc.; carries out periodic status reviews; identifies issues and initiates requisite follow-up actions. – Prepares revised budget estimates; reports on budget revisions, expenditures, and obligations; verifies the availability of funds; ensures necessary approval and entry in the computerized budget system; initiates financial authorizations for expenditures. – Collaborates with program and project managers on performance reporting; liaises with relevant parties on the interpretation of the activities and services scheduled and various planning instruments, such as work plans; provides assistance on reporting requirements, guidelines, rules, and procedures; and ensures the completeness and accuracy of the data submitted. – Drafts program/project summaries, coordinates review and clearance processes, and coordinates with editors, translation services, etc. on the finalization and publication of reports in multiple languages. III. Program and Project Administration – Serves as the focal point for coordination, monitoring, and expedition of program and project implementation activities involving extensive liaison with diverse organizational units to initiate requests and prepare standard terms of reference against program or project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organization of and participation in training and study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc. – Prepares, maintains, and updates files (electronic and paper) and internal databases, including supporting the programme team in the UMOJA Integrated Planning, Monitoring, and Reporting (IPMR) project management module; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials and notes to facilitate inspection and other reviews. – Drafts correspondence and communications related to all aspects of program and project administration, including work plans and budgets, revisions, and other related issues, as well as prepare unit contributions for a variety of periodic reports. – Provides guidance and training to new or junior staff, consultants, and UN volunteers. – Assists with the collection and analysis of data as well as the preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision-making. – Assists with visualizations and updating information material such as web pages or brochures. – 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, evaluation and technical cooperation. Ability to perform analysis, modelling, and interpretation of data in support of decision-making. 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. PLANNING AND ORGANIZING: Develop clear goals that are consistent with agreed strategies; Identify priority activities and assignments, adjust priorities as required; Allocate 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. 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 decisions, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Education
A High School Diploma or equivalent is required.
Job – Specific Qualification
Not available.
Work Experience
A minimum of 7 years experience in programme or project administration, technical cooperation or related area is required. Experience working with national governments in project implementation is required. Experience working on Global Environment Facility (GEF) projects is desirable. One (1) year or more of experience in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable. NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and “Knowledge of” equals a rating of “confident” in two of the four areas.
This job has expired.