Jobs at United Nations Environment Programme (UNEP)

Responsibilities 

• Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Monitors processes and schedules related the unit’s outputs, products, tasks, where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures to ensure compliance with relevant legal, financial and other requirements.
• Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences.
• Generates a variety of standard statistical and other reports, work orders using various databases.
• Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
• Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search), and as necessary, refers inquiries to appropriate personnel for handling.
• Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences.
• Assists in the maintenance of websites by scanning, converting, and posting a variety of documents onto the site.
• Assists in the preparation of presentation materials using appropriate technology/software.
• Maintains calendar/schedules; monitors change and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Performs data entry and extraction functions
• Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
• Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services.
• Performs general administrative tasks (e.g., leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up), to include preparing and/or processing administrative requests/documents (e.g., requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications)
• Maintains files (both paper and electronic) and databases for work unit.
• Assists in providing software and office equipment support.
• Provides guidance to less experienced staff on general office processes and procedures, computer applications.
• Performs other duties as assigned.

Qualifications/special skills

• Completion of high school diploma is required. Supplemental training in administration; human resource or a related field training is required
• A minimum of three (3) years' experience in administration, human resource or related area is required.
• Experience with data extraction and data analysis using Business Intelligence or other available analytical tools is desirable
• Experience with an Enterprise Resource Planning (ERP) system such as Oracle or SAP is desirable.
• Experience with an Enterprise Resource Planning (ERP) system such as Oracle or SAP is desirable.

Languages

• Fluency in written and spoken English Language is required.

Closing Date: 13th November, 2023

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Task description
Within the delegated authority and under the supervision of the head of the Strategic Planning Unit or his/her designated mandated representative(s), the UNV Programme Assistant will:

• Assist in research, compile, analyze, synthesize, and present information/data on a wide range of strategic and programmatic topics informing the delivery of UNEP’s Medium-Term Strategy 2022-2025 and Programme of Work and the development of the new MTS 2026-2030.
• Support the preparation of policy briefs and other briefing materials, presentations, talking points, relevant documentation, and contributions for SPU’s involvement in planning and resource allocation processes.
• Develop and maintain a resource allocation database, including tracking proposal submissions, revisions, and evaluations as well as the implementation of allocated resources.
• Assist in generating reports and extracting data as needed to facilitate resource allocation decision-making processes.
• Assist in analyzing and visualizing data, including research on current and emerging trends that can support strategic planning, implementation, and communication of UNEP’s Medium-Term Strategy and the biennial Programmes of Work
• Provide assistance to monitoring and undertaking quality control of the Unit’s work and its communication internally across the Division as well as other PPD units, and externally to other divisions, Member States, partners, and other stakeholders.
• Provide effective day-to-day programmatic, administrative, and operational support to the Strategic Planning Unit.
• Provide flexible and ad hoc support to the unit in various duties, as and when required, and perform any other related tasks assigned by the supervisor.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day).
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country.
• Provide annual and end-of-assignment self-reports on UN Volunteer actions, results, and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.
• Assist with the UNV Buddy Programme for newly arrived UN Volunteers.
• Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Results/expected outputs:

• As an active UNEP team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNEP and its beneficiaries in the accomplishment of his functions, including:
• Age, Gender, and Diversity (AGD) perspective is systematically applied, integrated, and documented in all activities throughout the assignment:
• A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in, and capacities developed.

Closing Date: 16th November, 2023

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Responsibilities
Budget:

• Acts as Certifying Officer for the Corporate Services Division and Executive Office.
• Undertakes reviews, analyses and preparation of the medium-term plan and its revisions.
• Reviews, analyses and assists in the finalization of cost estimates and budget proposals, in terms of staff and non-staff requirements, including programmatic aspects; ensures compliance with UNEP Programme of Work and other legislative mandates.
• Provides support to managers with respect to the elaboration of resource requirements and assist in the preparation and submission of the budget proposals and allocations for the Regular Budget, Environment Fund, and Programme Support Cost (PSC).
• Provide support in the preparation and monitoring of the UN Environment Assembly (UNEA) budget and funding status.
• Undertakes research and provides support to higher level Finance and Budget Officers with respect to budget reviews of relevant intergovernmental and expert bodies.
• Provides input into the preparation of allotments, including redeployment of funds when necessary, ensuring appropriate expenditures.
• Monitors budget implementation/expenditures and recommends reallocation of funds as necessary.
• Reviews requisitions for goods and services to ensure correct objects of expenditure have been charged and availability of funds.
• Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures.
• Assists in the preparation of budget performance submissions as well as periodic and ad-hoc reports including monthly budget dashboard reports to senior management, Programme Performance Reports (PPR) to UNEP Senior Management as well as to the Committee of Permanent Representatives (CPR).
• Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.
• Monitors integrity of various financial databases.
• Verifies accuracy of input data, ensuring consistency of data in previous allotments to new allotments issued.
• Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.
• General:
• Keeps up to date on documents/reports/guidelines that have a bearing on matters related to programme budgets, ensuring compliance with intergovernmental recommendations and decisions as well as with United Nations policies and procedures.
• Drafts or prepares correspondence to respond to enquiries in respect to relevant financial and budget matters.
• Provides guidance, training and daily supervision to other general service staff in the area of responsibility.
• 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.
• Performs other related duties, as assigned.

Competencies

• PROFESSIONALISM: Demonstrates professional competence and mastery of financial rules,regulations and procedures. Knowledge, skills and ability to extract, interpret, analyze 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. The ability to perform analysis, modeling and interpretation of data in support of decision-making. 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. 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.
• 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.
• ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

• High school diploma or equivalent.

Job - Specific Qualification

• Supplementary training in administration, finance, budget, accounting or related fields is required.
• Training in Business Intelligence (BI) reporting is required.

Work Experience

• A minimum of ten (10) years of progressive experience in administration, budgetary and
• financial operations, procedures and practices is required. The minimum years of relevant
• experience is reduced by two (2) years for candidates who possess a first level university
• degree.
• Experience working with an Enterprise Resource Planning (ERP) software, such as Umoja, in finance and budget modules is required.
• Demonstrated experience working with a Business Intelligence (BI) reporting tool is required.
• 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 the post advertised, fluency in written and oral English is required. Knowledge of another UN official language is desirable.

Closing Date: 09 November 2023

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• The operational work in each country will be structured in two stages.
• The scoping stage is designed as a systemic inquiry and will conclude when a co-developed Implementation Project Document is produced that details the activity plan and budget. The scoping stage is a limited exercise estimated to last approximately 3 to 6 months and to be completed in 2024.
• The implementation stage is expected to last 2 to 3 years and be based on country interests and
• priorities, as agreed in the scoping stage, which support the N4H overall outcome areas:
• Assess: enhancing evidence on links between biodiversity, climate change, and health for better decision-making
• Build: supporting governments to develop effective policies, structures and frameworks for preventative One Health
• Enable: building capacity, knowledge management, and advocacy to implement such policies and frameworks
• Sustain: establishing sustainable partnerships and governance
• This assignment is intended to support UNEP’s Biodiversity and Land Branch in their role as Partners of the Nature for Health initiative during its scoping phase.

Duties and Responsibilities

• Develop a systemic and participatory approach that will be applied in the Implementation Phase of this Nature for Health project to generate a common understanding of One Health among the stakeholders in Zambia
• Design and facilitate relevant workshops to enhance One Health partnership in Zambia
• Understanding And Knowledge

Under the overall supervision of the Head of the Biodiversity, People and Landscapes Unit, with direct oversight by the Programme Manager within the Unit, the consultant will:

• Develop a shared understanding and knowledge among stakeholders of the scope of One Health arena in Zambia, Nature for Health (N4H) and its objectives, through a review of core materials and discussions with UNEP Partners and other relevant stakeholders as necessary
• Develop a deep understanding of the N4H system thinking methodology
• Help One health stakeholders to support and strengthen their existing systemic practice
• Design and facilitate workshops:
• Co-support the process of designing the scoping stage:
• Based on the N4H scoping guide, co-design and facilitate 4 workshops with Zambian stakeholders and other experts as necessary to assess the situation pertaining to One Health and the interrelationships between sectors and stakeholders and to co-design the Implementation Phase
• Manage dynamics in the workshops
• Co-develop agendas and list of stakeholders to be shared with the core team prior to each workshop
• Define scope (extent, boundaries) of the process (as per N4H Scoping guide)
• Support critical reflection on boundaries and power as well as ideation of creative solutions
• Create a safe space for discussions
• Apply the practical tools (in the N4H Scoping Guide) in workshops with local stakeholders

After the workshops, gather feedback from the stakeholders and revise materials (i.e. minutes, reports, etc) as needed

• Facilitate One Health partnership in Zambia
• Facilitate and guide the process of collaboratively building the N4H partnership in Zambia
• Facilitate OH stakeholders side meetings to consensually embrace a system thinking approach
• Provide support to stakeholders on the systems process
• Co-develop space for learning and reflection throughout the scoping process
• Co-create with stakeholders a common set of objectives to which stakeholders adhere and contribute
• Results of workshop in the Implementation Project Document
• Contribute to the elaboration of the Implementation Project Document under the lead of the project manager
• Ensure the system thinking approach is included across the design of the intervention/ document

Qualifications/special Skills

• A minimum of 7 years of postgraduate work experience in knowledge management and organizational learning to facilitate partnership building in diverse multi-stakeholder environments is required. Experience facilitating high level working groups of diverse stakeholders is required. Experience in partnership building processes and change/process management is required; Experience in sustainable development work is required.
• Partnership building processes; change/process management; sustainable development is required.
• An advanced university degree (MSc level or higher) in the social, behavioural or management sciences is required. A first level degree with additional two years of qualifying experience maybe accepted in lieu of advanced degree.

Specific Skills

• System thinking approach
• Ability to use system thinking tools and approaches in multi stakeholders environment
• Change management and facilitation
• Multi-sectoral partnership engagement and collaboration
• Process management and programming for sustainable development
• Communication and presentation skills
• Familiarity with rich picturing, influence diagrams, critical systems heuristics and others systems tools is desirable

Languages

• Fluency in written and spoken English is required. Working knowledge of another UN language is an advantage. Knowledge of one or two Zambian languages is desirable.

Additional Information

Competencies

• Professionalism: 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
• 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
• 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 the audience. Demonstrates openness in sharing information and keeping people informed.
• Collaboration and 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.