Programme Management Assistant at United Nations Environment Programme (UNEP)

Responsibilities

• Assists in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental Division Branch/Units Branch 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.
• 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; and financial backstopping for extrabudgetary funds including grant management, monitoring status of voluntary contributions and compliance with donors reporting requirements, generating budget/expenditures report.
• Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, 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.
• 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; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing.
• 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.
• Provides guidance and training to new/junior staff.
• Performs other duties as assigned.

Education

• High school diploma or equivalent is required.

Job - Specific Qualification

• Supplementary training in programme or project management or related field is required.

Work Experience

• Five (5) years of experience in programme or project administration, technical cooperation or related area/equivalent field is required.
• The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher.
• Proven experience working with Enterprise Resource Planning (ERP) systems such as Systems Applications and Products (SAP) is required.
• Experience in the support of planning, monitoring, reporting, and evaluation of programmes/projects is desirable.
• Experience working in the United Nations common system or similar international organization is desirable.
• Experience in processes and procedures related to travel, procurement, finance, or human resources is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.