Programme Management Assistant at

1 week 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

PROGRAMME MANAGEMENT

Collaborates with programme/project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled 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.

Serves as focal point for coordination, monitoring and expedition of programme/project implementation 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 project implementation, e.g.

recruitment and appointment of personnel, travel arrangements, organisation of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc.

Reviews all documents needing the Head of Branch's approval to ensure that proper procedures have been followed for clearances.

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 inspection and other reviews.

Drafts correspondence and communications related to all aspects of Branch-level administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports
Assists in the monitoring and evaluation of programmes/projects; categorizes, updates, tracks and analyses data related to programmes/projects, e.g.

accounting records, outputs, resources utilized, deviations/revisions, etc.; 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 system; initiates financial authorizations for expenditures.

Drafts programme/project summaries, coordinates review and clearance process, and coordinates with editor, translation services, etc. on finalization and publication of report multiple languages.
Provides assistance in support of planning and implementation activities/processes at Branch level.
Researches, compiles, analyses, summarizes, and presents basic information/data on specific programmes/project and related topics led by the Branch.

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


HUMAN RESOURCES MANAGEMENT

Initiates, reviews, processes and follows-up on actions related to the administration of the unit's human resource activities, e.g., recruitment of staff and consultants, placement, promotion, relocation, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.

Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
Monitors staffing table and prepare relevant statistical data/charts.
Provides guidance and training to new/junior staff.
Monitors leave schedules and overtime requests for Head of Branch's approval.

BUDGET AND FINANCE
Assists in the preparation and review of financial and human resource proposals/requirements.
Consolidates budget/work programme with respect to Headquarters' budget, trust funds, grants and procurement.
Monitors expenditures and compares with approved budget; prepares adjustments as necessary.
Assists managers in the elaboration of resource requirements for budget submissions.
Assists in preparation of budget performance submissions and finalization of budget performance reports, analysing variances between approved budgets and actual expenditures

  • Prepares or customizes financial reports from Umoja system generated reports.
Co-ordinates with other finance and budget staff on related issues during preparation of budget reports.

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, 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.


GENERAL ADMINISTRATION
Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.

Maintains and strives to improve administrative procedures in the Head of Branch's office, including support for meetings, scheduling, documentation for the Branch Head.

Ensures Branch and Management meetings are arranged on time, takes minutes during the meetings and distributes to all participants.

Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).

May be responsible for guiding, training, and supervising the work of more junior General Service staff.

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.

CONTRACT ADMINISTRATION
Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
Processes the payment of contractors' invoices and monitor payments.

Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including: UN grounds passes, property passes, UN parking permits, swipe-card access and door keys.

Requirements
Competencies

PROFESSIONALISM:
Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations.

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.

The ability to perform analysis, modeling and interpretation of data in support of decision-making.

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 AND 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.

Work Experience

A minimum of seven (7) years of experience in administrative services, finance, programme assistance, or related area is required.

The minimum no. of years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree.
A minimum of two (2) years of experience with coordination in a front office setting is required.
Experience in computer applications, mainly spreadsheets is required.
Working experience within a large international organization similar to the United Nations is desirable.
Experience supporting large and diverse teams to deliver international work is desirable.
Experience with an Enterprise Resource Planning System (ERP) e.g., Umoja 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 position advertised, fluency in 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.

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