Programme Assistant

Job Title: PROGRAMME ASSISTANT, G6

Department/ Office: United Nations Environment Programme

Duty Station: NAIROBI

Posting Period: 4 July 2013-3 August 2013

Job Opening number: 13-PGM-UNEP-28393-R-NAIROBI (E) United Nations Core Values: Integrity, Professionalism, Respect for Diversity

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Organizational Setting and Reporting

The United Nations Environment Programme (UNEP) is the United Nations systems 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 Environmental Policy Implementation (DEPI) works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition. This post is located in UNEP/DEPI at the Nairobi duty station. Under the close supervision of the Programme Officer in the Terrestrial Ecosystems Unit, the incumbent will carry out the following functions:

Responsibilities

1. Programme: Assists in the coordination of programme/project planning and preparation;

• Assists in the preparation and analysis of programme/project budget proposals; propose adjustments; prepares reports and ensures that outputs/services are properly categorized.
• Assists in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects.
• Collaborates with programme/project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services and various planning instruments;
• Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics.
• Support the internal processing of all legal instruments, monitor their implementation and ensure prompt payments and reporting.
• Assists in tracking status of achievements of project outputs in UNEP's Information and Management System (PIMS), the Integrated Monitoring and Documentation System (IMDIS), Project Information Management System (PIMS) and other UN reporting instruments;
• and liaise with project managers to ensure timely delivery of projects.

2. Budget: Assist in reviewing budget revisions, formal closure of projects, final budget revision, transfer of equipment, clearance, publication and distribution of final report;

• Assists in monitoring budgetary commitments, expenditures and compares with approved budget, verify charges and obligation documents for all financial transactions;
• and ensure appropriate resource allocations; reconcile accounts with amended budget and evaluate trends of financial implementation;
• Prepares for further approval cash advance requests payable to executing agencies.
• Liaises with DEPI/Finance Unit on the status of cash advances provided to supporting organizations.
• Processes all requests for authorization of payments to all implementing partners; Initiates in Lotus Notes financial cables(authorizations) to United Nations Development Project offices;
• Initiates in IMIS recording of financial statements submitted by implementing agencies;
• Initiates in IMIS transactions related to internally implemented projects;
• Prepares requests for procurement of office supplies and payment of operational costs, monitors integrity of various financial databases.
• Verifies accuracy of input data. Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
• Assists in preparation of budget performance submissions and finalization of budget performance reports, analyzing variances between approved budgets and actual expenditures.
• Scrutinizes source documents for completeness, accuracy and validity of charges.
• Prepares worksheets and consolidates data into financial statements.

3. General Administrative Support:

• Follows-up and coordinates all the Executive Office logs.
• Prepares, maintains and updates files (electronic and paper) and internal databases;
• 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 programme/project administration.

4. Perform other related duties as assigned.

Competencies

Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Knowledge, skills and ability to extract, interpret, analyse and format data across the full range of finance and budget functions, including programme development and database management, claims and treasury operations. Ability to identify and resolve data discrepancies and operational problems. Shows pride in work and in achievements; 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.

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; 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 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

Completion of secondary school is required. Additional technical training in business administration, accounting or a finance related qualification is desired.

Work Experience

At least six years of experience in administrative services, finance, accounting, audit, human resources or related area with excellent IT skills (excel, word, access) is required. Ability to extract data and modify data with a knowledge of IMDIS reporting is desired . A good working knowledge of IMIS and Crystal Reports would be a definite advantage.

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

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 to take-up the appointment. Staff Members are subject to the authority of the Secretary-General and to assignment by him or her. 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 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.

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.