Programme Assistant

                                                                                                                                    14/09/2012

NOTE:

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 in order to take-up the appointment. 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.  This is a temporary Job Opening.  Appointment against this post is for a limited duration and does not carry any expectancy, legal or otherwise, of renewal.

                                                                               

VACANCY NOTICE NO.:	GS-12-36
ORGANIZATIONAL LOCATION:	UNEP/DRC
DUTY STATION:	Nairobi
FUNCTIONAL TITLE:	Individual Contractor- Programme Assistant
GRADE:	G-5
Post DURATION:	6 months
CLOSING DATE:	28/09/2012

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's Division of Regional Cooperation (DRC) helps to implement UNEP's global programs in the regions by initiating, coordinating and catalyzing regional and sub-regional cooperation and action in response to environmental problems and emergencies. This position is located in the United Nations Environment Programme, Division of Regional Cooperation at the Nairobi duty station. Under the direct supervision of the Unit Head, Regional Coordinating Unit (RCU), UNEP-Division of Regional Cooperation, the incumbent will perform the following duties:

DUTIES AND RESPONSIBILITIES

Under the direct supervision of the Unit Head, Regional Coordinating Unit (RCU), UNEP-Division of Regional Cooperation, the incumbent will perform the following duties:

1.    Assists in the timely compilation and provision of high quality and accurate country briefings and background papers for UNEP’s Executive Director and Deputy Executive Director’s meetings/assist in compilation of political briefs. Prepares briefing notes/files for the supervisor for meetings and official missions.  Facilitates and oversees dissemination of reports and other documents to internal and external partners as well as posting them on the electronic shared folder within the Division.

2.    Provide support in preparation for meetings organized by RCU and Major Groups and Stakeholders Branch (MGSB).

3.    Researches, compiles, summarizes, and presents draft correspondence, briefing notes, periodic reports, graphic and statistical summaries, basic relevant background material/information/data on specific topics/issues. Make travel arrangements for the Unit staff and meeting participants and assist in travel claims for participants as well as other logistical arrangements.

4.    Assists in monitoring of deadlines, commitments made and actions taken involving various activities that require extensive liaison with others.

5.    Assists in coordination of correspondence by drafting letters; maintain and update Executive Office (EO) log matrix through the CTS tracking system. Follow up with the Regional Offices and the New York office to ensure that action is undertaken by the given deadline. Maintain and update a weekly Executive Office (EO) log matrix.

6.    Provides general office assistance and maintains confidentiality; responds to information requests and inquiries, reviews incoming correspondence; sets up and maintains files/records; handles routine administrative tasks..

7.    Provide logistical and scheduling support to the Regional Directors whenever they are in Nairobi e.g. during the UNEP Governing Council meeting; assist in the accreditation of Major Groups and Stakeholders (civil society) to UNEP and its related communication with the stakeholders and maintain and update a database for all stakeholders.

8.    Performs other related duties as may be required.

COMPETENCIES

Professionalism:  Knowledge of general office processes and procedures in particular those related to programme/project administration and implementation. Demonstrated ability to apply good judgment in the context of assignments given. Excellent editing and drafting skills, demonstrated ability to draft formal correspondence according to UN standards. Shows pride in work and in achievements; demonstrates professional competence; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; remains calm in stressful situations.

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.

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.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; identifies clients’ needs and matches them to appropriate solutions; monitors on going 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.

QUALIFICATIONS

Education

Completion of secondary level of education is required, supplemental training in a project/administration field is desired. Knowledge of IMIS or experience on in-house software e.g. Lotus Notes, Microsoft office, UNEP Correspondence Tracking System etc. is an advantage.

Experience:

At least five years of progressively responsible experience in the area of programme or project administration is required. Experience in the UN or UNEP would be an advantage.

Languages:

English and French are the two working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of a second official UN language is an advantage.

OTHER DESIRABLE SKILLS:

Excellent computer skills (MS Office, Excel, e-mail, internet) are required.

Preference will be given to equally qualified women candidates. All applications to be sent to the following address on or before the deadline of 28/09/2012. Applicants should send a completed United Nations Personal History form (available at http://www.unon.org/docs/P11.doc) or Personal History Profile together with a covering letter of one to two pages summarizing how they meet the requirements of the job to:            e-mail: recruitment@unon.org UN staff members must submit scanned copies of their two latest Performance Appraisal System (e-PAS) reports at the time of application to the email address above. PLEASE QUOTE VACANCY ANNOUNCEMENT NO.:            GS-12-36 (Applications without Correct Vacancy Number will not be Considered) 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.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.