Programme Assistant

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Description

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The United Nations Environment Programme (UNEP) is the United Nations system designated entity for addressing environmental issues at the global and regional level. The Executive Office of UNEP provides the secretariat for the United Nations Scientific Committee on the Effects of Atomic Radiation (UNSCEAR), which is based in Vienna and whose mandate is to evaluate the sources of ionizing radiation, levels and effects on human health and the environment for the United Nations General Assembly, the scientific community and the public. Governments and international organizations rely on the Committee’s assessments as the scientific basis for evaluating radiation risk and establishing protective measures. The position is located in the United Nations Scientific Committee on the Effects of Atomic Radiation (UNSCEAR) with duty station in Vienna, United Nations Environment Programme (UNEP). The incumbent will work under the overall supervision of the Secretary of the Committee and the direct supervision of the Administrative Assistant.

Responsibilities

Within limits of assigned authority, the Programme Management Assistant will be responsible for the following specific duties:

• Assist in the coordination of project planning and engagement of consultants and individual contractors involved in the work of the UNSCEAR and its secretariat; monitor status of project and contracts’ implementation and receipt of relevant documentation for review and approval.
• Perform research, compile, summarize, and present basic information/data on Committee’s programme of work, scientific project and related topics or issues.
• Assist in the preparation and analysis of programme/project budget proposals; provide assistance in the interpretation of budget guidelines; review and coordinate submissions of programme proposals and budget estimates, ensure that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepare reports and ensure that outputs/services are properly categorized.
• Assist in the coordination of programme/project planning and preparation; monitor status of programme/project proposals; take necessary action to ensure project documents are completed and submitted to relevant parties for approval.
• Serve as focal point for administrative coordination of UNSCEAR projects’ implementation activities, involving extensive liaison with experts, diverse 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/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.
• Compile, summarize and enter data on project delivery; draft related status reports, identifying shortfalls in delivery, budget overruns, etc., and bring to the attention of management.
• Support the Secretary with planning and organization of scientific evaluations and projects to ensure timely support and delivery to the Committee.
• Collaborate with project managers on performance reporting; liaise with relevant parties on the interpretation of the activities/services scheduled in the project plan and various planning instruments such as the medium-term plan and internal work plans; provide assistance on reporting requirements, guidelines, rules and procedures and ensure completeness and accuracy of data submitted.
• Draft project summaries, coordinates review and clearance process, and coordinates with editors, translation services, etc. on finalization and publication of reports and other materials in multiple languages.
• Draft correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepare unit contributions for a variety of periodic reports.
• Provide general office assistance; log and maintain correspondence, respond to complex information requests and inquiries; organize meetings, workshops, travels; handle routine administrative tasks, such as maintaining attendance records, etc.
• Prepare, maintain, and update files, log and (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.
• Assist 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.
• Assist with visualizations and updating information material such as web pages or brochures.
• Provide guidance/training to new/junior staff, in-kind experts and interns.
• Perform other work-related duties as assigned. Work implies frequent interaction with the following: • Administrative and Editorial Assistants, Secretary and Deputy Secretary.
• Staff in coordinating units across the institution, e.g. Procurement/Administration/ Finance/Budget, Translation, Human Resources, etc
• Staff, in-kind experts and interns at the UNSCEAR secretariat, Documents Management Unit.
• International experts, consultants, individual contractors and managers associated with assigned Committee’s programme of work and scientific projects.
• Staff in coordinating units across UNEP, United Nations Office in Vienna and UN, e.g. Procurement, Administration/Finance/Budget, Translation, Human Resources, etc.
• Scientists, Delegates at annual sessions, Member States and Permanent Missions.

Education

• High school diploma or equivalent is required. Supplementary courses of additional training in programme is desirable.

Work Experience

• A minimum of seven years of experience in programme or project administration, technical cooperation, or a related area is required. The minimum year of relevant experience is reduced to five years for candidates who possess a first-level university degree or higher. Experience in using MS Office (Word, Excel, Power Point) is required. Work experience with an Enterprise Resource Planning (ERP) system is required. Work experience with System Application Product (SAP)/Umoja is desirable. Experience within the United Nations system or a similar international organization is desirable. Work experience in general office support 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 United Nations official language is an advantage.

Source: https://careers.un.org/jobSearchDescription/232603?language=en

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