UNEP Programme Management Assistant - Nairobi Jobs in Kenya

UNEP Programme Management Assistant - Nairobi Jobs in Kenya

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. This position is for the UNEP headquarters, Corporate Services Division, Enterprise Solutions Section (ESS) in the lush green UN campus in Nairobi.

Mandated to enable efficient programme delivery using cutting-edge knowledge management and information technology solutions, ESS undertakes a wide range of services, activities, and projects. The incumbent will report to the Chief Enterprise Solutions Section, and will be responsible for the following duties:

Responsibilities

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, 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 technical/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.

Serves as focal point for administrative actions and resolve issues related to project implementation, in particular for recruitment and appointment of various types of personnel, travel arrangements, 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.

Assists with visualizations and updating information material such as web pages or brochures.

Performs other duties as assigned.

Competencies

Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, human resources administration, 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 identify and resolve a range of issues/problems and 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.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Supplemental training in office administration/management or other relevant field is required.

Work Experience

At least seven (7) years of progressively responsible experience in office administration and programme management or related field is required.

The minimum years of relevant experience is reduced to five (5) for candidates with a first-level university degree or higher.

Experience in interpreting and applying administrative and financial policies of the United Nations or similar organizations is desirable.

A minimum of One (1) year or more of experience in data analytics or related area 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.

How to Apply

For more information and job application details, see; UNEP Programme Management Assistant - Nairobi Jobs in Kenya

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