Programme Assistant

Job Title:         PROGRAMME ASSISTANT, G5

Department/ Office:                           United Nations Environment Programme

Duty Station:  NAIROBI

Posting Period:                        31 July 2012-30 August 2012

 Job Opening number:             12-PGM-UNEP-24274-R-NAIROBI (X)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting               

            The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. UNEP Division of Environmental Law and Conventions (DELC) identifies synergies and promotes the substantive collaboration among Multilateral Environmental Agreements (MEAs). DELC also encourages interlinkages between UNEP's programme and those of MEAs.  This position is located in the United Nations Environment Programme, Division of Environmental Law and Conventions at the Nairobi duty station. Under the direct supervision of the Programme Officer/MEAs Liaison in the Strategic Policy and Facilitation Branch, the incumbent will perform the following tasks:       

Responsibilities          

a. Administrative support:

(1)    Draft correspondence and other information materials, and disseminate to Convention Secretariats and other partners. Manage flow of information by maintaining liaison with Convention secretariats, partners, UN organizations, national governments and institutions relating to chemicals and waste.

(2)     Compile data on the Unit’s travel plans and reports, reviewing status of expenditure and comparing with approved budget; Prepare and process travel authorizations in IMIS; Process travel claims and follow-up on the same.  Maintain and update calendar of events and other official functions of the Unit.

(3)     Service local and international workshops, seminars and expert group meetings.

(4)     Serve as communication link between the Unit's Team Members, DELC and other Divisions; Keep others informed by conveying directives, reports, status updates and other relevant information.  Manage flow of correspondence and telephone communications.

(5)     Manage hardcopy and electronic filing and archiving, ensuring user-friendly retrieval.

b. Programmatic/project management support:

(1)     Research, collate and analyze information and reference materials from various sources for preparation of reports, project documents, workplans, studies, briefings, meetings/conferences etc. Contribute to the preparation of reports, project documents and submissions to Governments through internet and library research, and other information sources.

(2)     Research, collate and update information databases.

(3)     Collate and maintain an Answer-Query database on Frequently-Asked-Questions for disseminating legal information/advisory services as a tool for strategic management. Update, as required in consultation with the Team.

(4)     Proof-read technical reports and papers; Review and provide comments on incoming discussion papers and reports.

(5)     Assist the Strategic Policy and Facilitation Branch in gathering statistical data on the Unit’s activities and projects for input and updates on reporting requirements and project implementation for Programme Reporting (IMDIS) on a timely basis; Assist in the update of the reports as required, in consultation with the Team.

(6)     Compile financial data on projects, liaising with the Convention secretariats and partners and the FMO as necessary.   Assist in the preparation and typing of budgets, work-plans and MoUs in the required format.          

                       

 Competencies           

•Professionalism: Knowledge of financial principles and practices. Ability to independently conduct research and analysis, formulate options and present conclusions and recommendations.  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.

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.

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 secondary school is required. Additional technical training in administration is an asset.

           

 Work Experience

           

At least five years progressively responsible experience in programme/project operations and/or administration.

           

 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 UN language is an asset.

           

 Assessment Method

           

 Evaluation of qualified candidates for this position will include a substantive assessment which may be followed by a competency-based interview.

           

 Special Notice

           

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred and visa or work permit issues in order to take-up the appointment. Staff members are subject to the authority of and assignment by the SG. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

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.

           

United Nations Considerations

           

 The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

           

 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.

           

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