Programme Management Assistant, G6 at United Nations Environment Programme (UNEP)

Responsibilities

• Provides assistance in support of planning and implementation activities/processes for, typically, a large and highly complex component of project initiatives within the Global EbA Fund Project and Climate Change Adaptation Unit Portfolio.
• Researches, compiles, analyses, summarizes, and presents basic information/data on the
• project and related topics.
• Assists in the coordination of project planning and preparation; monitors status of project proposals; takes necessary action to ensure project documents are completed and submitted to
• relevant parties for approval. This includes supporting the Global EbA Fund and CCAU programme team in the UMOJA Integrated Planning, Monitoring and Reporting (IPMR) project management module.
• Assists in the preparation and analysis of project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of project proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; 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 the project, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures.
• Collaborates with project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled in the PB and various planning instruments such as the medium-term plan and internal work plans; provides assistance on reporting requirements, UNEP and donor guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
• Drafts project summaries, coordinates review and clearance process, and coordinates with editor, translation services, etc. on finalization and publication of report multiple languages.
• Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services.
• 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.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.
• Drafts correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions, and other related issues, as well as prepares unit contributions for a variety of periodic reports; consolidates information on project-related activities; prepares inputs for a wide range of documents/reports, briefings/debriefings, correspondence.
• Provides guidance and training to new/junior staff.
• Performs other duties as assigned.

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. Ability to interpret and apply administrative and financial policies. Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Ability to perform analysis, modelling and interpretation of data in support of decision-making. Demonstrated ability to apply good judgment in the context of assignments given. 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. The ability to perform analysis, modelling and interpretation of data in support of decision-making.
• 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; 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

• A high school diploma or equivalent is required.

Work Experience

• A minimum of seven (7) years of progressively responsible work experience in project fund management, budget and administrative work or related area is required. The minimum number of years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree.
• Experience working with computer applications, mainly spreadsheets is desirable.
• Experience working with an Enterprise Resource Planning System (ERP) such as Oracle or SAP and UMOJA is desirable.
• Experience with data analysis, reconciliations and reporting is desirable.
• Experience working with multiple donor-funded projects is desirable.
• Experience in an international organization such as the United Nations is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For this position fluency in English is required. Knowledge of another official United Nations language is desired.

Closing Date: 10 November 2023