Programme Management Assistant

Org. Setting and Reporting

The United Nations Environment Programme (UNEP) 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. The parties to the Vienna Convention for the Protection of the Ozone Layer (1985) and its Montreal Protocol on Substances that Deplete the Ozone Layer (1987), the ozone treaties, designated UNEP as the Secretariat for these two international agreements in 1989. This post is located in the Secretariat for the Vienna Convention and its Montreal Protocol (the Ozone Secretariat) at the Nairobi duty station. Under the overall supervision of the Senior Legal Officer and the direct supervision of the Monitoring and Compliance Officer, the incumbent will be responsible for the following:

Responsibilities

Programme management duties:

• Supports research, compiles, analyses, summarizes, and presents data and information on production and consumption of substances controlled under the Montreal Protocol and on illegal trade as submitted by parties to the Protocol.
• Assists in the recording and analysis of the data on controlled substances received from the parties.
• Processes and updates accounting framework data for essential uses, other than laboratory and analytical applications as submitted by the parties to the Montreal Protocol, into the database for controlled substances.
• Provides responses to queries from members of the subsidiary bodies such as the Implementation Committee under the Non-Compliance Procedure for the Montreal Protocol and implementing agencies of the Multilateral Fund for the Implementation of the Montreal Protocol.
• Prepares, maintains and updates electronic files.
• Undertakes research and selects a variety of information from office files, records, reports or other sources as required by the supervisor.
• Drafts correspondence related to all aspects of the work of the Implementation Committee and to compliance with the Montreal Protocol.
• Maintains the contact list of the current Committee members.

Support to the meetings of the Implementation Committee:

Pre-session assistance:

• Drafts and processes invitation letters for the meetings of the Implementation Committee and any follow up activities from the decisions adopted by the parties in relation to the Implementation Committee.
• Monitors Committee pre-session documents for editing and, as appropriate, translation by Conference Services.
• Assists with travel arrangements for official missions of officers supporting the Committee as needed and follows up on all travel-related issues with relevant units, the travel agency and hotels.
• Assists in travel arrangements of participants to meetings of the ozone treaties from the assigned region and members of the Committee.

In-session assistance:

• Ensures logistical preparations for the meetings of the Implementation Committee.
• Supports screen projection during these meetings as needed in coordination with other team members.

Post-session assistance:

• • Finalizes the list of Committee meeting participants.
• • Drafts post-meeting Committee related correspondence.
• • Finalizes the travel claims for relevant meeting participants.

Support on budget and finance related tasks:

• Contributes to the preparation of the Secretariat’s budget.
• Monitors expenditures, compares with approved budget and prepares accounting adjustments, as necessary.
• Assists in preparation of budget performance reports and analysis of variances between approved budgets and actual expenditures.
• Reviews weekly reports received and flags areas of concern to the Senior Administrative Officer.
• Reviews weekly contribution reports and prepares acknowledgement letters for the donors.

Data related work:

• 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.

Education

• High school diploma or equivalent is required.

Job – Specific Qualification

• Supplementary training in accounting is required.

Work Experience

• A minimum of seven (7) years of progressive experience in general office support, program management, administrative assistance, or a related field is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher. Experience in accounting is required. Experience working with MS Office Suite (Word, Excel, PowerPoint) or related applications is required Experience working with Enterprise Resources Planning (ERP) systems, in processing travel, budgets and preparing reports is desirable. Experience in preparing cost estimates and expenditure monitoring is desirable. One (1) year or more of experience in data analytics or a 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. NOTE: “fluency” equals a rating of “fluent” in all four areas (read, write, speak, understand) and “Knowledge of” equals a rating of “confident” in two of the four areas.

Source: https://careers.un.org/jobSearchDescription/241048?language=en