Programme Management Assistant Job Opening
| Posting Title: | Programme Management Assistant, G6 |
| Job Code Title: | Programme Management Assistant |
| Department/Office: | United Nations Environment Programme |
| Duty Station: | NAIROBI |
| Posting Period: | 12 October 2023 – 10 November 2023 |
| Job Opening Number: | 23-Programme Management-UNEP-218367-R-Nairobi (X) |
| Staffing Exercise | N/A |
Org. Setting and Reporting
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment.
The Programme Management Assistant position is located in UNEP’s Ecosystems Division, Nature for Climate Branch, Climate Change Adaptation Unit (CCAU) at the Nairobi duty station. The Programme Management Assistant will report to the programme officer managing the Global EbA Fund and the CCAU Unit Chief.
Programme Management Assistant Responsibilities
• Provides assistance in support of planning and implementation activities/processes for, typically, a large and highly complex component of project initiatives within the Global EbA Fund Project and Climate Change Adaptation Unit Portfolio.
• 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. This includes supporting the Global EbA Fund and CCAU programme team in the UMOJA Integrated Planning, Monitoring and Reporting (IPMR) project management module.
• 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 PB 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 editor, translation services, etc. 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.
Programme Management Assistant 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 interpret and apply administrative and financial policies.
Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Ability to perform analysis, modelling and interpretation of data in support of decision-making. Demonstrated ability to apply good judgment in the context of assignments given.
PLANNING & 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.
Programme Management Assistant Education
A high school diploma or equivalent is required.
Programme Management Assistant Work Experience
A minimum of seven (7) years of progressively responsible work experience in project fund management, budget and administrative work or related area is required. The minimum number of years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree.
Experience working with computer applications, mainly spreadsheets is desirable.
Experience working with an Enterprise Resource Planning System (ERP) such as Oracle or SAP and UMOJA is desirable.
Experience with data analysis, reconciliations and reporting is desirable.
Experience working with multiple donor-funded projects is desirable.
Experience in an international organization such as the United Nations is desirable.
One (1) year or more of experience in data analytics or related area is desirable. Languages
Evaluation of qualified Programme Management Assistant candidates may include an assessment exercise which may be followed by competency-based interview.
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