Programme Management Assistant – Job Ref. KE/UNEP/0509/23-037

This post is in the Disasters and Conflicts Branch within the Ecosystems at the Nairobi duty station. The incumbent will report to the Head of Security and Environment Unit and will perform the following duties:

Responsibilities

• Provides assistance in support of planning and implementation activities/processes for, typically, a large and highly complex component of the departmental programme/project initiatives.
  • Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics.
  • Assists in the coordination of programme/project planning and preparation; monitors status of programme/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 programme/project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme 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 programmes/projects, e.g. accounting records, outputs, resources utilized, deviations/revisions; 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 programme/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, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
  • Drafts programme/project summaries, coordinates review and clearance process, and coordinates with editor, translation services, 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.
  • 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.
  • Provides guidance and training to new/junior staff.
  • 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.
  • Performs a variety of administrative duties (e.g. meeting organization, reservations), including preparing and/or processing administrative requests/documents (e.g., travel requests, expense reports, vouchers, visa applications, requests for the Manager and other staff) using Umoja.
  • Assists with visualizations and updating information material such as web pages or brochures.
  • Performs other duties as assigned.

Education

• High school diploma or equivalent is required.

Job – Specific Qualification

• Supplemental training in administration, project management, finance, budget, accounting or related fields is desirable.

Work Experience

• A minimum of seven (7) years of experience in programme or project administration, technical cooperation or related area is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first level university degree or higher.
• Working experience in organizing and coordinating meetings, conferences and events, travel of staff and personnel is desirable.
• Experience with an Enterprise Resource Planning System (ERP) e.g., UMOJA is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.
• Working experience within a large 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 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.

Assessment

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

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