Programme Management Assistant

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. Part of UNEP, the Resilience to Disasters and Conflicts Global Support Branch (DCB) has responded to crisis situations in more than 40 countries since 1999, delivering high- quality environmental expertise to national governments and partners in the UN family. Field- based assessments of the environmental impacts of crises on human health, livelihoods and security form the core of UNEP’s conflict and disaster management operations. However, as the international community has shifted its focus from post-crisis intervention to crisis prevention, the branch has also expanded its operational range, adding disaster risk reduction and environmental cooperation for peace-building to its core services of post-crisis environmental assessment and recovery. DCB provides cutting-edge environmental science and expertise to countries affected by or vulnerable to conflicts and disasters. The objective is to minimize threats to human well-being from the environmental causes and consequences of conflicts and disasters, and to re-orient crisis-affected countries towards more sustainable forms of development. This post is located at the Disasters and Conflicts Branch, Nairobi duty station. The incumbent will report to the Administrative Officer and will be responsible for the following duties:

Responsibilities

• Assists in the coordination of programme/project planning and preparation work of the unit for, 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.
• Assists in extracting information and generating expenditure reports from computerized information system databases; assists in preliminary analyses of the extracted information and the reports generated, and highlights areas of concern for the attention of the Funds Management Officer.
• Assists in verification and reconciliation of reports provided by Implementing Partners and/or service providers.
• 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 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.
• Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns 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.
• 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.
• 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.
• Provides guidance/training to new/junior staff.
• Performs other related duties as assigned.

Education

• High school diploma or equivalent is required.

Job – Specific Qualification

• Supplementary courses in Business Administration, Programme/Project management or other related field is desirable. Supplementary training/courses in finance and budget is desirable.

Work Experience

• A minimum of five (5) years of administrative experience in programme or project administration, technical cooperation or related area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Three (3) years experience within the United Nations or similar international organization handling fund and grant management processes is desirable. Experience in Enterprise Resource Planning (ERP) tools such as Umoja is desirable. 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. 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/242734?language=en