Programme Assistant

Job Title: PROGRAMME ASSISTANT, G6

Department/ Office:United Nations Environment Programme

Duty Station:NAIROBI

Posting Period:12 March 2013-11 April 2013

Job Opening number:13-PGM-UNEP-26563-R-NAIROBI (X)

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

Organizational 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's Division of Communications and Public Information (DCPI) communicates UNEP's core messages to all stakeholders and partners, raising environmental awareness, influencing attitudes, behavior and decisions related to the local and global environment, and enhancing the profile of UNEP worldwide (www.unep.org/dcpi/). This post is located in UNEP/DCPI at the Nairobi duty station.

Responsibilities

1. Coordinates and monitors multiple and diverse activities and work processes. Provides Programme Support to the Office of the Director Director and Deputy Director. Monitors status of programme related action. Performs research, analysis and compilation of data on specific programmes activities. Compiles, analyses, basic data from a variety of sources (including IMIS). Serves as a communication link between the Director, Deputy Director and senior staff; on behalf of supervisor, keeps other informed by conveying directives, reports, status updates and other relevant information; brings sensitive and urgent matters to the attention of the Director. Researches, complies and summarizes background materials for use in preparation of reports, briefs, speeches, power point presentations etc.

2. Provides assistance in support of planning and implementation activities/processes. Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the Director and Deputy Director's attention and refers others to relevant officer for appropriate disposition; monitors and follow-up on actions to be taken including correspondence tracking system from the executive office.

Takes responsibility for time management and scheduling with appropriate consultation as required; effectively prioritizes and resolves related conflicts and competing demands; Drafts correspondence and communications related to all aspects of programme/project administration, including work plan and other related issues.

3. Independently handles a wide range of complex information requests and inquires, responds or drafts responses, to a diverse range of correspondence and other communications. Supports the manager in presentation to intergovernmental bodies and other meetings, researching issues, preparing briefing notes, slides and subject files, gathering relevant documentation, etc.

4. Provides guidance and prepare travel requests in IMIS.

5. Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, and other background materials/notes to facilitate inspection and other reviews.

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.
• Demonstrated ability to apply good judgment in the context of assignments given.

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 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 secondary school is required.
• Additional technical training in administration, accounting, finance or other relevant field is desired.

Work Experience

• Seven years of experience in programme or project administration, technical cooperation or related area.

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 an advantage.

Assessment Method

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

Special Notice

1. 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.

2. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira 'Need Help?' link.

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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.