Senior Programme Management Assistant at Department for General Assembly and Conference Management – DCS Nairobi

Responsibilities

• Serves as the focal point for the coordination, monitoring and implementation of programmatic/operational activities within the Publishing Services Section, including matters relating to financial, administrative, performance analysis and reporting. 
• Monitors implementation at all stages to ensure activities are proceeding according to established plans, including analyzing difficulties and initiating remedial administrative/operational actions, liaises with relevant counterparts to initiate requests, obtains necessary clearances and resolves issues related to recruitment and appointment of personnel, use of resources for temporary assistance for meetings, IT-related initiatives and projects, training and external studies coordination.
• Finds, compiles, analyzes, summarizes, and presents information and data on a full range of activities related to the Publishing Services Section. Reviews, appraises and revises, as necessary, all submissions received from the Publishing Services Section and submits for clearance through the Division of Conference Service requests management processes, ensuring compliance with guidelines, identifies problems/issues, seeks clarification from Sections, assesses replies and advises the Chief of Section and provides suggestions for further action.
• Support clients by supplying promotional branded materials, process purchase orders using the system contracts for the customized items that are not covered in the contracts procure via Low Value Acquisition (LVAs) as per UN Procurement Rules and Regulations.
• Contracts Administration - Assists with day-to-day administration of contracts between UNON and external contractors for outsourced goods and services. Audits the contractors' invoices for goods and services and forward all the necessary documents for payment to UNON Finance.
• Maintain the petty cash account for making small low-value ad-hoc purchases of goods and services, includes requests for additional petty cash by creating and submitting reimbursement memos. Examines the validity of requests for increases in petty cash levels; prepares disbursement vouchers to replenish petty cash account. 
• Monitors and supports the implementation of a full range of activities within the Publishing Services Section including initiatives as assigned by the Chief of Section.
• Serves as focal point for the coordination, monitoring and implementation of activities related to the staff selection system, requisitions, monitor accounts and vendor payments for goods and services.  Attends to various matters concerning management of programme of work in the Section. Monitors and analyses Umoja generated reports related to management of the Section performance reporting; maintains records and data related to matters within his/her responsibilities. 
• Monthly cost estimates, invoicing and finance operations duties. Reporting on service delivery on all activities - scrutinizes source documents for completeness, accuracy and validity of charges and process service orders or sales orders. Follow up with clients on approvals on service orders (SOs) for confirmation and technical completion in Umoja. Investigates erroneous charges and requests appropriate corrective accounting actions and respond to queries raised by clients regarding payments especially on promotional materials and large formats exhibitions before processing an LVA/Purchase Order (PO).
• Processing of services orders, sales orders, and Invoices using Printpak, processing D2 (request for document services) for external clients in gDoc. Acts as Focal point for matters relating to the Publishing services programming requirements. 
• Identifies and resolves diverse issues/problems as they arise and determines appropriate actions. Prepares briefs on assigned topics, responds, both orally and in writing, to a broad range of routine questions and information requests on Publishing Services activities from various parties and as appropriate forwards questions/requests to relevant parties for response, drafts correspondence on a wide range of subjects including of a confidential nature.
• 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.
• Supervise staff and coach other support staff as may be required.
• Performs other 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 database management and claims in support of decision-making. Ability to identify and resolve data discrepancies and operational problems. Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to conduct data collection using various methods. 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 and remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• PLANNING AND ORGANISING: Develops clear goals that are consistent with agreed strategies, identifies priority activities and assignments, and 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 and 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 on-going developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects and meets the timeline for delivery of products or services to clients.

Education

• Completion of High school diploma or its equivalent is required.
• Supplementary training in business administration, finance, accounts, project/project management is desirable.

Work Experience

• A minimum of 10 years’ experience in programme, administrative services, conference services, finance, accounting, audit, human resources, or related area of which preferably a minimum of 5 years within the United Nations system or similar international organization is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first-level University degree.
• Experience in processes and procedures related to travel, procurement, finance, or human resources is required.
• Excellent knowledge of Enterprise Resource Planning (ERP) Systems is required.
• Experience using Microsoft Office/ Office 365 is required.
• One (1) year or more of experience in data analytics or related area is desirable.
• Experience in conducting research and preparing statistical or analytical reports from various databases is desirable.
• Experience in services delivery, invoicing and expenditure reports is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.
• NOTE: "fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "Knowledge of" equals a rating of "confident" in two of the four areas.