Jobs

Programme Management Assistant, NAIROBI, KENYA

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Organization: United Nations Environment Programme

Country: Kenya

City: Nairobi

Office: UNEP Nairobi, Kenya

Grade: G-6

Closing date: Tuesday, 8 February 2022

Posting Title: Programme Management Assistant, G6

Job Code Title: Programme Management Assistant

Department/Office: United Nations Environment Programme

Duty Station: NAIROBI

Posting Period: 10 January 2022 – 08 February 2022

Job Opening Number: 22-Programme Management-UNEP-167365-R-Nairobi (X)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organisational Setting and Reporting

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. The Policy and Programme Division is responsible for the organization’s strategy, overseeing special initiatives, which includes environment and security work, and the organization’s performance review and monitoring.

This position is located in the Programme Coherence and Assurance Unit of the Policy and Programme Division at the Nairobi Duty Station and reports to the Head of Programme Coherence and Assurance Unit of UNEP.

Under the overall guidance of the Senior Programme Officer, Programme Coherence & Assurance Unit, the Programme Assistant will carry out the following tasks: Responsibilities

  1. Provides support in planning and implementation activities/processes for the Project Review Committee (PRC) in the departmental programme/project initiatives. Researches, compiles, analyses, summarizes, and presents basic information/data on projects and project review committee related topics.
  2. Assists in the coordination of programme/project planning and preparation for the PRC; monitors status of programme/project proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval.
  3. Assists in the preparation, review and revision of all the report submissions ensuring compliance with Concept Review Committee/Project Review Committee (CRP/PRC) guidelines, coordinating with proponents and ensuring full compliance with minimum standards for CRC/PRC meetings; programme/project budget proposals; support the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
  4. Assists in the monitoring of PRC reviews, comments and responses on programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects and obtains necessary clearances.
  5. Collaborates with programme/project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled by the Project Review Committee assist with reporting requirements, guidelines, rules and procedures of Programme Information and Management System (PIMS), Global Environment Fund (GEF), Global Climate Fund (GCF) and Open data platforms to ensure completeness and accuracy of data submitted.
  6. Drafts programme/project summaries, coordinates review and clearance process; Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate and other reviews.
  7. Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, creation of projects WBSEs in UMOJA data system ensuring compliance with approved Project Documents. Extensive liaison with diverse organizational 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 project approval.
  8. Drafts correspondence and communications related to all aspects of programme/project administration, including work plan, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports such as programme performance report, quarterly report.
  9. Provides guidance and training to new/junior staff and performs other duties as assigned.

Competencies

PROFESSIONALISM: Knowledge of internal policies, processes and procedures generally and 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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.

Education

High school diploma or equivalent is required. Candidates must have passed the United Nations Administrative Support Test (ASAT), or the Global General Service Test (GGST), at Headquarters, or at Offices Away from Headquarters (OAHs). Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.

Work Experience

A minimum of seven (7) years of experience in programme or project administration, technical cooperation or related area is required.

Experience as a competent note taker, capable of summarizing key discussion points during meetings (concept review and project review meetings) is required.

Experience working an International Organization or the UN system 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 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.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Appointment against this post is for an initial period of one year and may be subject to extension.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take-up the appointment.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

Internal Applicants – when completing the AP form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira “Contact Us” link.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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.

Website: https://careers.un.org/lbw/jobdetail.aspx?id=167365

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