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Organization: United Nations Human Settlements Programme
Country: Kenya
City: Nairobi
Office: UN-Habitat Nairobi
Grade: G-5
Closing date: 21 October 2023
Posting Title: PROGRAMME MANAGEMENT ASSISTANT, G5
Job Code Title: Programme Management Assistant
Department/Office: United Nations Human Settlements Programme
Duty Station: NAIROBI
Job Opening Number: 23-Programme Management-UN-HABITAT-216503-R-Nairobi (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organisational Setting and Reporting
The United Nations Human Settlements Programme, UN-Habitat, is the agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. The Programme Development Branch is responsible for bringing together normative and operational expertise to implement the Strategic Plan by developing high-quality integrated global programmes that respond to the needs of Member States and donors. It supports programme development across the Agency, including through capacity development and training. It also supports the strengthening of the capacity of governments at all levels to address the social, economic, environmental and crisis dimensions of sustainable urbanization to improve living conditions for all. The Capacity Development and Training Unit is responsible for combining knowledge, research, tools, skill development and training into coherent capacity development packages for national, local government institutions, training institutions, UN-Habitat staff and other partners. It makes use of the knowledge and information generated from across UN-Habitat in the production of learning and capacity building tools, manuals and course companions for global application. The unit is tasked with developing and monitoring capacity building strategy and internal evaluation capacity, ensuring integration of capacity development as a cross-cutting function across the Agency, strengthening in-house training and presentation techniques, and developing and maintaining capacity building and learning portals. The position is located in the Capacity Development and Training Unit of the Programme Development Branch with the Global Solutions Division in Nairobi. Under the overall supervision of the Chief of the Capacity Development and Training Unit, the incumbent and within limits of delegated authority will be responsible for the following duties:
Responsibilities
Assists in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; 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, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.
Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
Monitors Agreements of Cooperation with all partners.
Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational unit to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g., recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
Maintains vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through Umoja and Inspira.
Focal point for project activities, liaises with other units internally and other organisations externally. Prepares Terms of Reference, follows through on administrative actions related to project implementation, recruitment, appointment of personnel, travel, trainings, payments, disbursements, procurement.
Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; minute taking, handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
Provides guidance/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.
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; 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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
High school diploma or equivalent is required.
Work Experience
A minimum of five (5) years of experience in programme or project administration, technical cooperation or related area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. A minimum of five (5) years of experience in general office support or related area is required. A minimum of five (5) years’ experience in recruiting consultants, preparing terms of reference for tool development and training packages is desirable. 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 oral and written English is required. Knowledge of another official United Nations language is an advantage. 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. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for 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.
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=216503
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