Senior Programme Management Assistant at United Nations Environment Programme (UNEP)

This post is located in the Communication Division at the Nairobi duty station. Under the general supervision of the Deputy Director the incumbent will provide support in the Office of the Director and Deputy Director and perform the following duties:

Responsibilities

• Provides substantive input into the review of documents/projects/initiatives as they pertain to the Communication Division.
• Researches, compiles, analyzes, and drafts relevant information on substantive thematic and cross cutting areas of programs for events and activities under the Office of the Director/Deputy Director including programmes/project summaries, reviews, evaluations, concept notes, talking points, briefing notes, etc. Drafts correspondence to respond to inquiries with respect to relevant administrative and programme-related matters.
• Independently manages the Office of the Director/Deputy Director and planning, organization and administration of thematic meetings/workshops to enhance the work of the Communication Division.
• Prepares all the necessary documentation for meeting with Executive Director, Directors, CPR and partners and arrange venues and other logistics. The responsibilities range from the organization of the agenda, issuance of invitation letters, drafting of background documents, to the servicing of the meeting/workshop and coordination of meeting/workshop reports.
• Organizes special meetings, events and activities related to the responsibilities of the Office of the Director and Deputy Director.
• Ensures timely submission of data and inputs requested by the Executive Office.
• Responds appropriately to external and internal queries sometimes of a sensitive nature.
• Serves as a communication link between the Director and staff members and on behalf of the Director keeps staff members informed by conveying directives, reports, status updates and other relevant information, and brings sensitive and urgent matters to the Director’s attention.
• Provides advice and clarification to General Service staff members on office management and improvement of administrative procedures.
• Provides substantive and administrative support in managing priorities and workflow of the Director and coordinates multiple and diverse activities to ensure that management directives and decisions are properly carried out and delivered in a timely manner.
• Independently handles a wide range of complex information requests and responds or drafts responses to a diverse range of correspondence and other communications, this includes serving as the division focal point for the correspondence tracking system from the Executive Office.
• Supports the drafting and finalizing of formal communications including emails, memoranda, letters and Note Verbales to external and internal entities, including Member States.
• Provides secretariat services and support to committees, ad hoc tasks forces, etc.; drafts and circulates agenda notes to members/participants; assembles background documentation; drafts minutes of the meeting; monitors follow-up actions, etc.
• Reviews, appraises and revises, as necessary, all submissions for substantive Communication campaigns/projects, ensuring compliance with guidelines and campaign/project objectives; identifies problems/issues, seek clarification from departments, assess replies, and prepares a summary for the manager with suggestions for further action.
• -Tracks resolutions and other legislative decisions that affect Communication campaigns/activities and ensure the incorporation of programmatic and other changes enacted by legislation.
• Serves as the Division Focal point on travel, quarterly travel plans approval and processing and subsequent follow-up of travel authorizations, organizing for air tickets in liaison with travel unit and the travel agency, application and follow-up on visa acquisition.
• Monitors budget commitments, including verification of charges and obligation documents in Umoja for travel activities.
• Prepares report on travel/events in consultation with focal points; drafts inputs for a wide range of documents/reports, briefings/debriefings, correspondence, etc.
• Establishes internal databases; sets up, files, stores and manages data and information relevant to the scope of programme/project activities.
• 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 identify, independently assess, formulate recommendations and/or resolve a wide range of issues/problems, undertake research and gather information from standard sources and to work well with figures including ability to analyze and understand financial data. Ability to design information data bases from multiple sources into an integrated programme evaluation system. Ability to direct, supervise and train office support staff. Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness and ability to deal proactively and tactfully with offices throughout the organization. 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.
• 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.
• 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

• High school diploma or equivalent is required. Supplementary training in administration, office management, or any related field is desirable.
• Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic
• and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST. The GGST is administered to applicants when required before the administration of a written assessment and/or interview

Work Experience

• A minimum of ten (10) years experience in programme, project administration, administration or finance or related area is required.
• Working experience in the Enterprise Resource Planning (ERP) system is desirable.
• Working experience with an international organization similar to the United Nations is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Appointment against this post is on a local basis. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. This position is open for recruitment for an initial period of one (1) year and may be subject to extension. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. All applicants are strongly encouraged to apply on-line 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 email 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.