Programme Management Assistant, G5 at United Nations Environment Programme (UNEP)

Responsibilities

The position is located in the Industry and Economy Division, Chemicals and Health Branch, Global Environment Fund/Chemicals and Waste Unit in Nairobi duty station. The incumbent will work under the overall supervision of the Task Manager and will perform the following duties:

Provision of support to project implementation activities

Responsible for tracking monitoring and evaluation status and documentation, by:

• Managing focal area (POPs) database of individual country project files (paper and electronic), project documentation, budgetary and finance records, progress reports, national technical reports, terms of reference/job descriptions of national and international consultants, consultant mission reports and correspondence on a daily basis;
• Reviewing for completeness and accuracy the periodic administrative/financial reports and funds transfer papers submitted by national project counterparts, bringing to the attention of project managers any deficiencies or problems for all POPs projects;
• Maintaining electronic records describing the progress and status of individual projects including expenditure and planned expenditure information, liaising with Funds Management as necessary;
• Tracks financial and substantive project reporting and informs Task Manager of delays, analyzes the financial and administrative data and prepares relevant and required documents for the Task Managers;
• Serves as focal point for administrative coordination of programme/project implementation activities through involving extensive liaison with the diverse organizational units to initiate requests, obtain necessary clearances for internally executed projects;
• Initiates processes and follow-ups on administrative actions, and prepares the relevant documentation e.g.: for recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc;
• Tracks project document internalization;
• Organizes reporting and logistic arrangements for periodic meetings – draft report/minutes if required and if relevant, teleconferencing, and ensuring equipment required is in place and functioning prior to meetings;
• Provision of support to project development activities;
• Supports in the preparation and formatting of project proposals in accordance with GEF and UNEP templates relevant in the project cycle through;
• Monitoring the status of programme/project proposals and receipt of relevant documentation for review and approval;
• Compilation, summarizing and presenting basic information/data on specific programmes/projects 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;
• Ensures quality control of documents through verification of GEF and UNEP templates as relevant in the UNEP project cycle;
• 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, briefing notes, graphic and statistical summaries, spreadsheets
• Initiates the distribution of project documents to relevant parties upon approval

Provision Of Administrative Support To GEF Operations

Responsible for maintaining focal area database and undertake database tracking of pipeline and portfolio projects through:

• Tracking milestones of projects and generating project information/history;
• Hard archive manager, responsible for electronic filing on a regular basis by managing an efficient filing system, maintain current database of working files and other documents relevant to the portfolio of projects;
• Coordinates library and archive of focal area documentation and knowledge products periodically;
• 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, assessing telephone billing, recording travel/leave, draft internal and external correspondence on subjects requested, placing international and local telephone calls upon request;
• Provides professional staff with administrative support (including assistance to new staff).
• Organizes meetings and workshops, and assists focal area team;
• Prepares and supports action plans of their proceedings; including logistical arrangements for issuance of tickets, DSA, hotel bookings, meeting room, badges, and hospitality;
• Prepares slides and transparencies for staff use at workshops; Ensures availability of conference equipment during workshops;
• Prepares pre-encumbrance for workshop equipment and services;
• Processes travel arrangements/approvals for focal area staff on mission, prepares the necessary documents for participation in missions, acquires an itinerary, booking of hotels, attains visas necessary for travel, ticketing, circulation of mission reports, ensures travel claims are processed within the acceptable times for onward action, prepares documents for home leave;
• 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, programand Team management and communication;
• Supports the preparation or prepares, processes and follows-up on contracts for consultants and commitments;
• Performs other duties as assigned.
• Prepares and disseminates formal correspondence drafted by Task Managers.
• Provision of support for GEF Operations and UNEP Corporate Activities through:
• Assisting the Sub Programme Coordinator in collecting and analyzing information for business planning;
• Assisting the Sub Programme Coordinator and Focal Area Teams in collecting and organizing information for GC/GMEF, UNEP SMT, UNEP EO and other UNEP-wide processes, such as joint programming;
• Assisting Sub Programme Coordinator and Focal Area Teams in collecting, analyzing, preparing and organizing information for GEF related process such as GEFOPs, Focal Area Inter-Agency Task Force sheet.;
• Keep track of organizational changes and management activities.
• Responsible for self-learning and training S/M to participate with all mandatory UN, UNEP and training courses.
• 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.
• Perform any other duties as may be assigned.

Competencies

• Professionalism: Knowledge of computer applications such as MS office application (excel, word and power point), knowledge of database soft ware is a requirement. Background of administrative and financial issues of the UN; - Ability to produce accurate financial computation. The 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; 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).
• 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.
• Communication: Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify and exhibits interest in having two-way communication; Tailors language, tone, style and format to match the audience; Demonstrates openness in sharing information and keeping people informed.
• Planning and 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.
• Client Orientation: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.

Education

• Completion of High school diploma or equivalent.

Job - Specific Qualification

• Technical Diploma or equivalent in management or public/business administration is desirable.

Work Experience

• At least five (5) years of experience in administration, programme or project administration or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher. Please explain how you meet this criterion using examples.
• A minimum of three (3) years of experience within the United Nations common system or other international organization is desirable. Please explain how you meet this criterion using examples.
• Experience working on Enterprise Resource Planning (ERP) systems such as Umoja is desirable. Please explain how you meet this criterion using examples.
• A minimum of 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.