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.
• 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.
• 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 Programme Budget 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 editors, translation services, on finalization and publication of the reports in multiple languages.
• Serves as the focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with different organizational 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.
• 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 related duties as assigned.
• 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.

Education

• High school diploma or equivalent is required.

Work Experience

• A minimum of seven (7) years of progressively responsible work experience in Project Fund Management, budgeting and administrative work or related area is required.
• The minimum number of years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher. Experience with Enterprise Resource Planning System (ERP) such as Oracle or SAP and UMOJA is required. Experience working with multiple donor-funded projects is required.
• Experience in reconciliations and reporting is desirable. Experience using computer applications, particularly Microsoft Excel, is desirable.
• Experience working within the United Nations system or similar international organizations is desirable. One (1) year or more of experience in data analytics or related area is desirable.

Deadline : Nov 20, 2026