UN Programme Management Assistant Jobs in Nairobi - Kenya

UN Programme Management Assistant Jobs in Nairobi - Kenya

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the respective office of the Secretary-General.

UNON supports programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme UNHABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org).

This post is located in Budget Section in the office of Budget and Financial Management Services (BFMS), Division of Administrative Services (DAS).

Under the direct supervision of the Section or Unit Chief, the incumbent will perform the following duties:

Responsibilities

Programme Support:

  • Assists in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.
  • Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues.

    Budget Support

  • 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.
  • Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.
  • Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational unit to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.

    General Support

  • Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of management.
  • Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
  • 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, such as maintaining attendance records, assessing telephone billing, etc
  • Provides guidance/training to new/junior staff.
  • Performs other duties as assigned.

    Competencies
  • Professionalism: Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment;
  • Knowledge, skills and ability to extract, interpret, analyse and format data across the full range of finance and budget functions;
  • 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.
  • 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.
  • 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.
  • Accountability: Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards;
  • Operates in compliance with organizational regulations and rules;
  • Supports subordinates, provides oversight and takes responsibility for delegated assignments;
  • Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

    Education
  • High school diploma or equivalent is required.
  • Supplemental training in finance, information technology, administration or project management would be an added advantage.
  • Knowledge of SAP (Umoja), Excel, Access and other analytical tools would be an asset.
  • Passing the United Nations Administrative Support Assessment Test (ASAT) or the Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices away from Headquarters (OAHs) is required.
  • The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

    Work Experience
  • A minimum of five years of progressive responsible experience in programme management, finance, budget, administration or related area is required.
  • Working experience with an Enterprise Resource Planning (ERP) and finance system such as Oracle or SAP and experience with International Public Sector Accounting Standards (IPSAS) is desirable.
  • Experience in Excel, Access and other analytical tools would be an asset.

    Languages
  • English and French are the working languages of the United Nations Secretariat. For this post, fluency in written and oral English is required. Knowledge of other UN official languages is an advantage

    How to Apply
  • Interested and qualified candidates should apply online by 29 May 2019
  • For more information and job application details, see; UN Programme Management Assistant Jobs in Nairobi - Kenya

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