Programme Management Assistant

    
Job Opening        
   
Posting Title: Programme Management Assistant, G5
   
Job Code Title:Programme Management Assistant
   
Department/ Office: United Nations Environment Programme
   
Duty Station: NAIROBI
   
Posting Period:  15 June 2015-15 July 2015
   
Job Opening number:  15-PGM-UNEP-43183-R-NAIROBI (E)
To apply click here
   
   
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
   
Special Notice
   
This position is open for recruitment for an initial period of one year and may be subject to extension. 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. On-line 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.
   
Org. Setting and Reporting
   
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. UNEP's Division of Environmental Policy Implementation (DEPI) works with international and national partners, providing technical assistance and capacity development 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 Nairobi duty sation and reports  to the Coordinator, Nairobi Convention Secretariat UNE/DEPI.

   
Responsibilities
   
Under the supervision of the Coordinator Nairobi Convention, the incumbent will;
• Assist in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
• Compile, summarize, and present basic information/data on specific programmes/project and related topics or issues.
• Review project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identify inconsistencies; distribute project documents to relevant parties upon approval.
• Review budget revisions; verify availability of funds; ensure necessary approval and entry in computerized budget system.
• Serve as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment disbursement of funds, procurement of equipment and services, etc.  
• Compile, summarize and enter data on project delivery; draft related status reports, identify shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
• Draft correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Provide general office assistance; respond to complex information requests and inquiries; review , log and route incoming correspondence; set up and maintains files/records; organize meetings, workshops; handle routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
• Provide guidance/training to new/junior staff.
• Perform other duties as assigned.
   
Competencies
   
• Professionalism: Knowledge of general office and administrative support including administrative policies, processes and procedures; 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.
• 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.
• 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
       
High School diploma or equivalent is required.  Supplementary course in Business Administration, Programme/Project management or other related field is desirable.
   
Work Experience
   
At least Five years of experience in programme or project administration, technical cooperation or related area. Experience working with senior officials in the Regional Seas governments, UN agencies, Inter-governmental organizations and Non-Governmental organisations is desirable.  Experience in ERP systems such as IMIS, Inspira, e-meets or related programs is required.
   
Languages
   
English and French are working languages of the United Nations Secretariat. For the post advertised, fluent written and oral English is required
   
Assessment Method
   
Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.
   
United Nations Considerations
   
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

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.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of inspira account-holder homepage.

Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application.  In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills.  Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening.  Initial screening and evaluation of applications will be conducted on the basis of the information submitted.   Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
   
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.