Programme Management Assistant at United Nations Environment Programme
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- Company: United Nations Environment Programme
- Location: Kenya
- State: Nairobi
- Job type: Full-Time
- Job category: NGO Jobs in Kenya
The United Nations Environment Programme (UN Environment) is the leading environmental authority that sets the global environmental agenda, promotes the coherent implementation of environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. This post is located in the Ozone Secretariat at the Nairobi duty station. Under the direct supervision of the Administrative Officer, the incumbent will be responsible for the following functions:
1. Assisting the Ozone Secretariat by coordinating its programme of work, and planning and preparation for the programme of work and initiatives; monitoring the status of the programme of work and receipt of relevant documentation for review and approval, including:
• Compiling, summarizing, and presenting information/data on specific Secretariat and related topics or issues.
• Reviewing legal instruments, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifying inconsistencies; distributing project documents to relevant parties upon approval.
• Reviewing budget revisions, staffing tables, etc.; ensuring necessary approval and entry in computerized systems.
• Serving as focal point for administrative coordination of the Secretariat implementation activities, involving extensive liaison with a diverse range of organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training and capacity building activities, authorization of payments, disbursement of funds, procurement of equipment and services, etc. including for intergovernmental meetings arranged by the Secretariat.
• Compiling, summarizing and entering data on task delivery; drafting related status reports, identifying shortfalls in delivery, budget overruns, etc., and bringing this to the attention of management.
2. Providing and coordinating support to the Office of the Executive Secretary and the secretariat, including:
• Drafting correspondence on a variety of issues and preparing and updating periodic reports, preparing briefing notes, graphic and statistical summaries, accounting spreadsheets, responses and communications to Parties and stakeholders, etc.
• Providing general office assistance; responding to complex information requests and inquiries; reviewing, logging and routing incoming correspondence; setting up and maintaining files/records; organizing meetings, workshops; handling routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc.
• Providing guidance/training to new/junior staff.
• Performing any other related duties.
• 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 work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
•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.
•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.
High school diploma or equivalent is required. 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.
A minimum of five (5) years of work experience in programme/project administration, administrative assistance and general office support or related area is required. Experience in planning and executing organizational arrangements for meetings and conferences is required. Experience with ERP systems such as SAP, in processing travel, creating shopping carts and budgets is highly desirable. Experience in preparing budgetary inputs, cost estimates and expenditure monitoring is an advantage. Advanced knowledge of MS Office Suite (MS Word, Excel etc.) and related applications is required.
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.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
•This position is temporarily available for a period of 364 days. If the selected candidate is a staff member of the United Nations Secretariat, the selection will be administered as a temporary assignment.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
• Internal Applicants – 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.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.