Programme Assistant, Nairobi
PROGRAMME ASSISTANT, G5
UNITED NATIONS ENVIRONMENT PROGRAMME
Job Opening number
11-PGM-UN ENVIRONMENT PROGRAMME-19470-R-NAIROBI (O)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional level. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. UNEP's Division of Environmental Policy Implementation (DEPI) works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition. This post is located in the UNEP/DEPI at the Nairobi duty station. Under the overall supervision of the Chief, Bio Diversity Unit, the candidate will perform the following duties:
1. Assists in the coordination of programme/project planning and preparation work; monitors status of programme/project proposals and receipt of relevant documentation for review and approval. 2. Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues. 3. Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval. 4. Reviews budget revisions; verifies availability of funds from reports; follows up with the finance assistants to ensure necessary approval and entry the Integrated Management Information System (IMIS). 5. Serves as focal point for administrative coordination of programme/project implementation activities, like meetings, workshops, consultants, involving extensive liaison with various organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions. 6. Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns etc. 7. Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets. 8. Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks. 9. Provides guidance/training to new/junior staff. 10. Performs other duties as assigned.
Professionalism: Knowledge of administrative policies, processes and procedures generally and in particular those related to programme/project administration, meetings and recruitment of consultants. Understanding of the functions and organizational structure of UNEP. Ability to undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. Remains calm in stressful situations. Communication: Speaks and writes clearly and effectively; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping team members of the unit informed. Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others. 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.
Completion of secondary school is required. Additional technical training in office management, secretarial studies, administration is desired.
At least five years of working experience in programme or project administration, and/or office management, preferably with the United Nations. Experience in managing administrative logistics of meetings and workshops 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 for this position may include a substantive assessment which may be followed by a competency-based interview.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Competency based interview possibly followed by written assignment and if required face to face interview.
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.
All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted. Online applications will be acknowledged where an email address has been provided.
If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, quoting the job opening number in the subject header of your email.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.