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. This position is based in UNEP’s Regional Office for Asia and the Pacific (ROAP) in Bangkok, Thailand. Under the overall supervision of the Regional Director and direct supervision of the Programme Management Officer the incumbent will be responsible for the following duties:

Responsibilities

• 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 information/data on specific programmes/project and related topics or issues.
• 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.
• Provide administrative and travel support to participants attending major events and other meetings organized or supported by Unit.
• Prepare requisitions for goods and services, consultants and individual contractors.
• Identifies, investigate and coordinate resolution for diverse issues/problems as they arise and determines appropriate actions.
• 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 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.
• Performs other duties as assigned.

Job – Specific Qualification

• Qualification/certification in administration, Finance, HR or related areas is desirable.

Work Experience

• A minimum of five (5) years of experience in programme or project management support, administration, 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. Experience in coordinating and monitoring of programmes/projects activities is desirable. Experience with Enterprise Resources Planning (ERP) systems, especially SAP, is desirable. Experience with UN organizations and/or other similar international organizations 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 in any other 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/244819?language=en