Programme Management Assistant at United Nations Environment Programme (UNEP)

Responsibilities

• Provides support in planning and implementation activities/processes for GSU related initiatives.  
• Research, compiles, analyses, summarizes, and presents basic information/data on specific programmes/projects and related topics.
• Assists in the preparation and analysis of the GSU workplan and related 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 the GSU initiatives;   updates, tracks and analyses data related to GSU initiatives, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; 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. 
• Collaborates with the Head of the GSU on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled and various planning, management, and monitoring instruments such as the internal work plans, IPMR, Safeguards and Gender online system (SAGE) and others; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
• Drafts GSU initiatives' summaries, coordinates review and clearance process, and coordinates with editor, translation services, etc. on finalization and publication of report in multiple languages, as applicable.
• Serves as focal point for coordination, monitoring and expedition of GSU activities (i.e. publication reviews, project reviews, gender focal points network support), involving extensive liaison with a diverse organizational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve 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, etc.
• Prepares, maintains and updates files (electronic and paper) and internal databases, intranet such as WeCollaborate, and Teams; 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 GSU’s work especially to the Gender Focal Points, Safeguards Advisory Groups, and other key internal and external clients and programme/project administration.
• 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 
• 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 identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. 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 decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• 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.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of seven (7) years of experience in programme or project administration, technical cooperation or related area is required.
• Experience in Enterprise Resource Planning System (ERP) e.g. SAP is desirable.
• Experience within the United Nations system or similar international organization is desirable.
• 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 oral and written 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.

Deadline : Jan 2, 2024