Programme Management Assistant

Result of Service

The Individual Contractor will provide programmatic, administrative and operational support to the UNEP, Strategic Planning Unit, Policy and Programme Division.

Work Location

Nairobi

Expected duration

6 months

Duties and Responsibilities

The United Nations Environment Programme (UN Environment) 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. The Policy and Programme Division is responsible for consolidating the policy, programme, monitoring, gender and social safeguards functions of UNEP as well as its engagement with the United Nations system and key global processes such as the 2030 Agenda. The Division ensures coherence and coordination at the strategic, policy and programmatic levels. This position is located in the Strategic Planning Unit of the Policy and Programme Division at the Nairobi Duty Station and reports to the Programme Officer, Strategic Planning Unit. The Strategic Planning Unit leads the development of the United Nations Environment Programme (UNEP)’s strategic plans – the medium-term strategy and, programme of work and its overall project portfolio. The unit also leads and supports organizational transformation and improvement efforts. Provides administrative and programmatic support on overall strategic planning, working under minimal supervision. Appropriately applies and analyses relevant policies, guidelines, procedures and processes. Effectively tracks, monitors and provides quality control of key deliverables. Effectively organizes and manages records and data. Discretely handles confidential material/matters. Establishes effective working relationships with internal and external contacts at all levels. Within limits of delegated authority, the Individual Contract will be responsible for the following duties: • Provides support in planning and implementation activities/processes in the development of strategic plans including the medium-term strategy, programme of work and the delivery model. • Research, compiles, analyses, summarizes, and presents information/data on specific strategic planning related topics. • Assists in the coordination of programme planning preparation. • Assists in the preparation and analysis of programme/project/budget proposals; provides assistance in the interpretation of programme/project/budget guidelines; reviews and coordinates submissions of programme/project proposals and budget estimates, ensuring that requisite information is included and justified in terms of alignment with the strategic plans; propose adjustments as necessary; and initiates requisite follow-up actions. • Assists in the monitoring and evaluation of programmes/projects/budget proposals; categorizes, updates, tracks and analyses data related to programmes/projects/budget proposals,; categorizes, updates, tracks and analyses arrange of data; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget systems. • Collaborates with colleagues across the organization on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled in the PB? and various planning instruments such as the medium-term plan and internal work plans; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted. • Drafts sections of UNEP’s strategic plans, coordinates review and clearance process with all colleagues involved, and coordinates with editor, translation services, etc. on finalization and publication of report multiple languages. • Prepares, maintains and updates files and internal databases; designs and generates a variety of periodic and ad hoc reports, statistic tables, graphic content, and other background materials/notes to facilitate inspection and other reviews. • Serves as focal point for coordination, monitoring and expedition of strategic planning, activities, involving extensive liaison with diverse organisational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to implementation. • Serves as a focal point for coordination, monitoring and expedition of strategic planning activities, involving extensive liaison with diverse organizational units to initiate requests, prepare standard terms of reference against programme/project/budget proposal objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to implementation. • Drafts correspondence and communications related to all aspects of the work of the team, including work plan and budgets, revisions and other related issues, prepares unit contributions for a variety of periodic reports. • Provides guidance and training to new/junior staff. • Performs other duties as assigned. The Individual Contractor will report to the Head of the Strategic Planning Unit, Policy and Programme Division.

Qualifications/special skills

A minimum of Seven (7) years of experience in programme or project administration, technical cooperation or related area. Experience working with computer applications, mainly spreadsheets is desirable. Experience working with an Enterprise Resource Planning System (ERP) such as Oracle or SAP and UMOJA is desirable. Experience with data analysis, reconciliations and reporting is desirable. Experience in an international organization such as the United Nations is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Additional Information

Competencies: • Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. 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; is 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. • 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. • Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.