Programme Management Assistant
Org. Setting and Reporting
The United Nations Environment Programme (UN Environment) 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 UN Environment Africa Office represents UN Environment in Africa and coordinates its programme of work in the Region. The office ensures that there is effective and efficient delivery of interventions in response to regional, sub-regional and national needs. It also ensures that there is better coherence and coordination in the effective delivery of environmental capacity-building and technical support at all levels in response to country needs and priorities. The UN Environment Africa Office delivers its work through seven sub-programme areas namely: Climate Change, Resilience to Disasters and Conflicts, Healthy and Productive Ecosystems, Environmental Governance, Chemicals, Waste and Air Quality, Resource Efficiency and Environment Under Review.
UN Environment, with support of the Flanders Government and in close collaboration with the Department of Environmental Affairs, South Africa, is implementing the project “Increasing Resilience and Reducing Vulnerabilities of Local Communities to the Effects of Climate Change: Promoting Ecosystem Based Adaptation(EBA) in South Africa. The project will support South Africa to mainstream ecosystems based adaptation approaches within its national climate change adaptation plan, which is directly aligned to UN Environment’s 2018-2020 Programme of Work. The project objectives are: (i) to increase resilience and reduce vulnerabilities to the effects of climate change on communities in rural areas; (ii) Support the mainstreaming of EBA within South Africa’s climate change response strategy; (iii) Strengthen capacity for evidence-based policy and decision making in climate change adaptation. This project is aligned to the South Africa-United Nations Strategic Cooperation Framework (SCF) 2013-2020, which is the overall framework for the work of the UN System in South Africa. The SCF has been developed in a participatory and consultative process, coordinated by the Department of International Relations and Cooperation (DIRCO) and the UN Country Team (UNCT). The overall goal of the SCF is Eradicating Poverty and Reducing Inequality. The SCF is a flexible framework to allow the UN to support the Government of South Africa in the preparation and response to emerging issues (e.g. disaster-risk reduction, climate change) in an evolving middle-income context of South Africa.
The post is located in the UN Environment office in Pretoria, South Africa. The Programme Assistant will work under the direct supervision of the Head, UN Environment Office in Pretoria and the overall guidance of the Deputy Director, Africa Office. The focus of this post is to support program activities including project planning, monitoring, planning, targeted communications, and support to the office’s common areas of work of the project “Increasing Resilience and reducing vulnerabilities of Local communities to the effects of Climate Change: Promoting Ecosystem Based Adaptation(EBA) in South Africa”.
Under the direct supervision of the Head of UN Environment South Africa Office, the Programme Management Assistant will undertake the following tasks:
• Provides assistance in support of planning, monitoring, planning, targeted communications, to the project, “Increasing Resilience and reducing vulnerabilities of Local communities to the effects of Climate Change: Promoting Ecosystem Based Adaptation(EBA) in South Africa”.
• Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics.
• Assists in the coordination of programme/project planning and preparation; monitors status of programme/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 programme/project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
• Assists in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g., accounting records for the project, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates for travel global programmes; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures.
• Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, prepares standard terms of reference against programme/project objectives, obtains necessary clearances, processes and follow-up on administrative actions and resolve 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.
• Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and other reviews.
• Drafts correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.
• Provides guidance and training to new/junior staff.
• Performs other duties as assigned.
- 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 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.
- 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.
High school diploma or equivalent. Completion of secondary school is required. Supplementary training in administration, programme, project management is highly desirable.
A minimum of seven years of experience in programme or project administration, technical cooperation or related area is required. Experience coordinating and analyzing programmes and services within a healthcare or counseling setting is highly desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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. 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. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. 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. 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 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 or sexual abuse, or crimes other than minor traffic offences, 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.
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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