Programme Management Assistant (PMA), UN-Habitat

Background

The United Nations Human Settlements Programme (UN-Habitat) is the United Nations Programme for a better urban future. Its mission is to promote the development of socially and environmentally sustainable human settlements and the achievement of adequate shelter for all. In October 2016, at the United Nations Conference on Housing and Sustainable Urban Development Habitat III, Member States signed the New Urban Agenda. It is an action-oriented document that sets global standards for achieving sustainable urban development, rethinking how we build, manage and live in cities. By combining cooperation with committed partners, relevant stakeholders and urban actors, including at all national and territorial levels as well as with the private sector, UN-Habitat is implementing its technical expertise, normative work and capacity building to implement Goal 11 of the 2030 Agenda: – make cities inclusive, safe, resilient and sustainable.

Mandated by the United Nations General Assembly in 1978 to address issues of urban growth, it is a well-informed institution on urban development processes and understands the aspirations of cities and their inhabitants. For forty years, UN-Habitat has worked in human settlements around the world, focusing on building a better future for villages and cities of all sizes. Through these four decades of in-depth experience, from the highest political levels to a range of specific technical issues, UN-Habitat has acquired unique and universally recognized expertise in all urban issues. This has put UN-Habitat in the best position to provide feasible responses and solutions to the current challenges facing our cities. UN-Habitat is capitalizing on its experience and position to work with partners to formulate the urban vision of tomorrow. It ensures that cities become accessible and inclusive engines of economic growth and social development.

UN-Habitat has been recently established presence in Bahrain to support the government’s efforts towards sustainable urban development. A headquarters agreement has been signed with the government of the Kingdom of Bahrain opening opportunities for UN-Habitat’s operational projects, at the national and local levels, aimed at achieving sustainable urban development in the country and provides technical support to the partners involved. The recent opening in January 2022 of the UN-HABITAT representative office in Bahrain will contribute to optimal governance and implementation of the country programme and consolidate cooperation mechanisms with the Bahraini government.

In implementing its projects, UN-Habitat seeks a Programme Management Assistant to support the growing portfolio of projects.

Under the overall guidance and supervision of the Administrative Officer, and UN-Habitat Head of Country programme in Bahrain, the Programme Management Assistant provides ongoing programme, project and administrative assistance and support to the UN-Habitat Country programme, performing a variety of administrative processes ensuring high quality and accuracy of work.

The Programme Management Assistant (PMA) works in collaboration with the operations, programme and project staff in the Country Office to exchange information and ensure consistent services delivery.

Duties and Responsibilities

Summary of Key Functions:

Under direct supervision of the Administrative Officer, (PMO) and the overall supervision of the Head of Office, the Programme Management Assistant provides support to UN-Habitat/Bahrain project teams to achieve the expected results, on time, within available resources and with the required quality standards.

The incumbent of this position will be responsible for the following duties:

1. ADMINISTRATION/PROCUREMENT/LOGISTICS:

• Prepare and manage letters, meetings, and appointments,
• Assist in the development of annual work plans.
• Maintain the databases and information systems necessary to facilitate the preparation of budgets, financial reports, inventories and develop the existing information system to deal with the variables that occur in the ongoing operations of the program.
• Assist in the establishment and maintenance of a personnel management system, verify all proposed contractual agreements ensuring that administrative procedures and guidelines for issuing contracts are followed. Keep records of all contractual agreements and contracts issued to monitor the duration and renewals and/or terminations required.
• Generate and Manage travel requests and expense reports in support of the programme implementation.
• Support supply management for office equipment/supplies, office rental, payment of utility fees, equipment, and vehicles in accordance with established United Nations procurement rules and regulations.
• Review and checks procurement sollicitation documents (RFQ, RFP, ITB, etc.) and overseeing the evaluation and awarding process.
• Creating the financial transactions in UMOJA in relation to all types of procurement.
• Coordination with UNON Procurement to facilitate finalizing the contracts above the Programme and ROAS DoA.
• Identifie issues, problems, lesson learned, and propose the solutions.
• Coordinate logistical matters such as program assets, office building maintenance, capital and supplies, transportation services including vehicle usage schedule, gasoline usage review reports, mileage, driver overtime records, and maintenance services.
• Supervise and support the logistics and procurement aspects for the organization of workshops and events.
• Coordinate and follow up with those responsible for assets with respect to annual physical inventory, repair of reports, including cost analysis, and recommend replacement or disposal of equipment and supplies.
• Assist in the preparation of monthly, quarterly and ad hoc reports to reflect the progress and achievements of the UN-Habitat Programme for Bahrain to the Regional Office (ROAS) and the UN country team.
• Create and maintain electronic archiving of all Program Support Unit documents, presentations, etc.
• Ensure security management with the UNDSS department in Bahrain.
• Represents UN-Habitat at the UN-OMT-AWG (Operations Management Team, Admin Working Group).
• Represents UN-Habitat in BOS and other required UN system Working groups.

2. HUMAN RESOURCES:

• Ensure compliance with UN procedures for the recruitment and extension of contracts of national staff, national and international consultants under various types of contracts, including the preparation of mandates, the type of contract, the classification of the post and the calculation of remuneration in accordance with UN salary scales.
• Track the announcement of vacancies, verification and verification (for completeness) of all national and international recruitment documents.
• Support recruitment processes, advertisement, screening, and reporting.
• Manage consultants onboarding.
• Monitor the contracts of staff and ensure that appropriate and timely measures are taken for recruitment and renewal of contracts, monthly salaries, promotions, grade increases and performance evaluations, overtime of drivers, the issuance of UNDP and other human resource requirements for staff, when necessary.
• Provide information, advice and options to the PMO to address human resource issues encountered during the implementation of the program.
• Process financial obligations for staff contract extensions and recruitments at UMOJA and liaise with headquarters accordingly to issue contracts.
• Update the HR DB accordingly.

3. BUDGET , FINANCE & IPMR:-

• Provides the head of the Programme and the PMO with monthly financial and expenditure reports for the ongoing grants as a summary and detailed report vs. Donor agreement.
• Create financial transactions in UMOJA (FC (Fund Commitment), SES (Service Entry Sheet) , AP (Accounts Payable), IP Grants (Implementing Partner Grants), POs (Purchase Orders), SC’s (Shopping Carts, etc.)
• Supports/follows up on the preparation of the Financial Authorization to UNDP-Bahrain.
• Verify accuracy and process payments related to UNDP/Bahrain invoices, were applicable. And keep records in this regard.
• Create new projects and subprojects in UMOJA.
• Monitor the use of the cash register in accordance with the rules and regulations applied and ensure that expense reports are accurate and submitted in a timely manner for replenishment.
• If necessary, prepare requests for funding from UNDP.
• Assist Project Managers in creating, monitoring, tracking Strategic Management Applications – SMA, Business Planning and Consolidation (Budget Formulation) – BPC, Project System in the United Nations Integrated Planning, Management and Reporting (IPMR) platform.
• Follows up payments and ensure timely identification and recording of payment receipts.
• Under the request of the Head of the Programme and direct supervision of the PMO, prepare periodic petty cash requests, procurement of services and goods, do the financial commitments in UMOJA, Obtain the related receipts and prepare the expenditure excel sheet covering the spent amount.
• Perform any other related duties required as part of the incumbent’s expertise.

4. LEGAL AGREEMENTS:

• Administer and process Legal documents including agreements of cooperation and contribution agreements in liaison with relevant programme staff, requests for reviews and clearance.
• Review request for proposal packages and advertise in UNGM and United Nations Partners Portal.
• Create and follow up on Grantor system documents including Programs, Applications, Agreements, Funds certifications, Payment Requests, Expenses Reports, and closing of agreements.
• Process Payments to implementing partners under agreements of cooperation in liaison with relevant programme staff members.

Competencies

Core Competencies:

• Professionalism: Knowledge and understanding of theories, concepts and approaches relevant to particular sector, functional area or another specialized field. Ability to identify issues, analyze and participate in the resolution of issues/problems. Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges. Remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise. Is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Planning & Organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments. Adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

Required Skills and Experience

Education:	Secondary education or; A first-level university degree in the field on Business administration, economics, or any other related fields is required.
Experience:	Minimum five (5) years (with Secondary education), or, minimum three (3) years (with Bachelor Degree) of relevant experience in a similar position, related to the administrative and financial management of development projects is required. Experience in organizing meetings and events is required. Mastery of computer tools, in particular Word, Excel and PowerPoint software and the Internet is required.
Desired skills in addition to the competencies covered in the Competencies section	Training in economics or management is desirable Familiarity to work with UMOJA will be is desirable. Good knowledge of institutional actors at national and local levels is desirable. Professional experience with an international agency in Bahrain would be is desirable. Good organizational and communication skills is desirable.
Language Requirements:	English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written Arabic and English is required.
Other Requirements:	Bahraini nationals and non-Bahrainis with valid working permit may apply. Only applications that meet the above criteria will be considered.