Programme Management Assistant at

2 weeks ago

Nairobi, Nairobi Area, Kenya United Nations Environment Programme (UNEP) Full time

The United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the world's 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 environment.

Responsibilities

Provides assistance in support of planning and implementation activities/processes for, typically, a large and highly complex component of the departmental programme/project initiatives.

Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics.

Assists in the coordination of programme/project planning and preparation; monitors the status of programme/project proposals; follows up to ensure project documents are completed and submitted to relevant parties for approval.

Assists in the preparation and analysis of programme/project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of programme proposals and budget estimates.

Assists in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks, and analyses data related to programmes/projects; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; follows up on the preparation of revised budget estimates and clearances of budget revisions, expenditures, and obligations; initiates verification of the availability of funds; ensures necessary approval and entry in the computerized budget system; and initiates financial authorizations for expenditures by finance colleagues.

Collaborates with programme/project managers on performance reporting; provides assistance on reporting requirements, guidelines, rules, and procedures; and ensures the completeness and accuracy of the data submitted.

Drafts programme/project summaries, coordinates review and clearance processes.

Serves as focal point for coordination, monitoring and expedition of programme/project implementation activities, involving extensive liaison with diverse organisational units to initiate requests, obtain necessary clearances, process, and follow-up on administrative actions and issues related to project implementation, e.g.

recruitment and appointment of personnel, travel arrangements, organisation of and participation in workshops, authorization of payments, disbursement of funds, procurement of equipment and services.

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 and notes.

Drafts correspondence and communications related to all aspects of programme/project administration, as well as compiles unit contributions for a variety of periodic reports.

Provides general administration support to the team.

Assists with the collection and analysis of data as well as the 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.

Requirements
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 problems, work well with figures, undertake basic research, and gather information from standard sources.

Ability to perform analysis, modeling, and interpretation of data in support of decision-making. 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; and uses time efficiently.


CLIENT ORIENTATION:

Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Additional technical training in Programme, Administration, Accounting, Finance or other relevant field is desirable.

Work Experience

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

The minimum number of years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.

Experience in the monitoring and evaluation of programmes/projects is desirable.
Experience with Global funds such as the Global Environment Facility (GEF) is desirable.
Experience working with an enterprise resource planning (ERP) system is desirable.
Experience working with an international organization is desirable.
One (1) or more years of experience in data analytics or a related area is desirable.

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