Programme Management Assistant (2 posts)

Nairobi, Kenya 🇰🇪

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 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 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.

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 Division of Environmental Policy Implementation (DEPI) 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. These two positions are located in DEPI, Climate Change Adaptation Unit at the Nairobi duty station.

Responsibilities

Under the overall supervision of the Head of Focal area and the supervision of the Task Manager the incumbent will perform the following duties:

Provision of support to project development activities:
• Assists in the preparation and formatting of project proposals for DEPI/GEF project cycle;
• Maintains a registry of project-related correspondence and progress, technical reports received;
• Prepares and disseminates formal correspondence drafted by Task Managers;
• Monitors status of programme/project proposals and receipt of relevant documentation for review and approval;
• Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues;
• Reviews project documents, for completeness and compliance with relevant rules and procedures;
• Ensures quality control of documents through verification of UNEP templates as relevant in the DEPI project cycle;
• Distributes project documents to relevant parties upon approval and maintains project files;
• Compiles, summarizes and enters data on projects, drafts related status reports, identifying delays in delivery, and brings to the attention of management;
• Drafts correspondence on project-related issues and prepares and updates periodic reports;
• Tracks project document internalization.

Provision of support to project implementation activities:
• Responsible for tracking monitoring and evaluation status and documentation;
• Reviews for completeness and accuracy the periodic administrative/financial reports and funds transfer papers;
• Maintains electronic records describing the progress and status of individual projects.

Provision of administrative support to DEPI/CCAU Operations:
• Responsible for maintaining focal area databases and undertake database tracking of pipeline and portfolio projects;
• Coordinates library and archive of focal area documentation and knowledge products;
• Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records;
• Coordinates routine administrative tasks, such as maintaining attendance records, assessing telephone billing, Recording travel/leave;
• Organizes meetings and workshops and Prepares travel arrangements, approvals and reports for focal area teams;
• Tracks financial reporting for projects in Focal Area;
• Assist Senior Programme Officer to prepare yearly business plans;
• Provides back up support to other Focal Area programme assistants and outposted Programme Assistants;
• Briefs out-posted Programme Assistants on Focal Area specific issues providing guidance on project, program and Team management and communication;
• 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 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; 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.

Education

Completion of Secondary education or equivalent. Supplemental course in Office administration, office management, project management or other related field desirable. 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

Minimum of 5 years experience in programme or project administration, technical cooperation or related area preferably with an international organization required. A sound understanding of UN financial and administrative rules and procedures desirable.

Languages

English and French are the working languages of UNEP. For this post, 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 a competency-based interview

 

United Nations Considerations

Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

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.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on “The Application Process” and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of inspira account-holder homepage.

Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.


POSITION TYPE

ORGANIZATION TYPE

EXPERIENCE-LEVEL