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Organization: United Nations Environment Programme
Country: Kenya
City: Nairobi
Office: UNEP Nairobi, Kenya
Grade: G-7
Closing date: Monday, 2 January 2023
Posting Title: Senior Programme Management Assistant, G7
Job Code Title: Senior Programme Management Assistant
Department/Office: United Nations Environment Programme
Duty Station: NAIROBI
Posting Period: 05 December 2022 – 03 January 2023
Job Opening Number: 22-Programme Management-UNEP-193942-R-Nairobi (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organisational 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 Law Division is the lead Division charged with carrying out the functions of UNEP in the field of environmental law and environmental governance. The Law Division promotes the contribution of environmental dimension of sustainable development through law, national and international governance and related policy issues, including those related to Multilateral Environmental Agreements (MEAs).
This position is located in the Environmental Governance and Conventions Branch at UNEP Headquarters in Nairobi, Kenya. The incumbent will report directly to the Chief of Branch and will be responsible for the following duties: Responsibilities
- a) Provides substantive support to the Chief of Branch in multiple administrative tasks such as scheduling of meetings, information management, communication and correspondence. Maintains regular contacts with the counterparts in the secretariats of the Multilateral Environmental Agreements:
Serves as human resource focal point for the branch. Provides input and support to relevant corporate level requests from the Law Division Director and the Executive Office of UNEP.
Provides secretariat services to monthly branch meetings and 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.
- b) Independently provides full range of programme/project management and implementation assistance at all phases of the programmes and projects in the Environmental Governance and Conventions Branch:
In support of the Chief of Branch, monitors implementation of projects and activities of the branch to ensure work is proceeding according to established plans. 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, e.g. recruitment and appointment of personnel, travel arrangements, organization of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services.
Researches, compiles, analyses, summarizes, and presents basic information/data on wide range of programmes/projects and related topics, highlighting noteworthy issues/trends for consideration by the project managers. Participates in the deep dives of the projects and updates information in the PIMS and corporate dash boards in collaboration with the project managers.
Assists in budget planning for the projects. Monitors budgetary commitments prepares periodic budget revisions and ensures appropriate resource allocations; evaluates trends of financial implementation and makes necessary recommendations to the Chief of Branch.
Drafts inputs for a wide range of documents/reports, briefings/debriefings, correspondence for the support of the project managers. In collaboration with the project managers, establishes internal databases; sets up, files, stores and manages data and information relevant to the scope of programmes/project activities.
Supervises office support staff, including distribution and review of work assignments, training, and inputs to performance evaluation. Provides guidance and training to new/junior staff.
Assists with the collection and analysis of data as well as 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.
- c) Organizes international meetings and workshops:
Plans and coordinates logistical arrangements including coordination of support functions for the meetings with other Programme Assistants in the branch and the Division.
Drafts budget estimates for the meetings/workshops and follows-up the expenditures. Integrates gender perspective in preparation of meetings by looking at the geographical representation of women and men as beneficiaries.
May undertake mission in support of above activities, e.g. specific administrative, operational/control tasks for programme/project activities or international meetings.
Performs other related 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 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. Ability to perform analysis, modeling 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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& 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 high school diploma or equivalent is required.
Supplementary training in project management or other relevant field is desirable.
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 ten (10) years of experience in programme or project administration, technical cooperation or related area is required.
Experience in using Enterprise Resource Planning systems is required.
Experience in organizing international workshops and meetings is required.
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 this 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.
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 for an initial period of one (1) year and may be subject to extension.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. Applicants for General Service and related categories must be authorized to work in the country where the position is located. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel and relocation expenses incurred to take-up the appointment. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
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 Candidate Profile form, 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.
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
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 e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira “Contact Us” link.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
website: https://careers.un.org/lbw/jobdetail.aspx?id=193942
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