Senior 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

Independently provides full range of programme/project management, data/database management and implementation assistance at all phases of the programme cycle and GEF Biodiversity and Land Degradation Unit.

Researches, tracks project implementation, compiles, analyses, summarizes, and presents basic information/data on wide range of programmes/projects and related topics, highlighting noteworthy issues/trends for consideration by appropriate parties.

Tracks Task Managers Global Environment Facility (GEF) Central and West Africa regions projects and other related Unit initiatives that affect programme/project content and oversees the preparation of the relevant database(s) to ensure the incorporation of programmatic and other changes to the GEF Portfolio on Biodiversity and Land Degradation.

Reviews, appraises and revises, as necessary, all submissions for substantive programmes/projects, ensuring compliance with guidelines and programme/project objectives; identifies problems/issues, seek clarification from UN Environment Task Manager and Unit Chief, assess replies, and prepares a summary for the manager with suggestions for further action.

Works with funding agencies through the Portfolio Manager in arranging financing modalities; obtains requisite clearances; ensures establishment of proper monitoring systems through scheduled reporting, review meetings and missions.

Drafts budget in collaboration with the Finance team and forecast based on submissions; prepares monitoring checklists/tracking tools, identifying stages of programme/project development, funding source, inputs by reviewing internal and external bodies, and follow-up actions required.

Monitors in collaboration with the Finance team budgetary commitments, including verification of charges and obligation documents in UMOJA and ANUBIS for all financial transactions; supports periodic budget revisions and ensures appropriate resource allocations; reconciles accounts with amended budget; evaluates trends of financial implementation and makes necessary recommendations to the task manager.

Prepares database report summaries on programme/project-related activities; drafts inputs for a wide range of documents/reports, briefings/debriefings, correspondence, etc.

Serves as focal point for West and Central Africa portfolios database coordination, monitoring and expedition of implementation activities across the GEF Biodiversity and Land Degradation Portfolio and participates in programme/project evaluation; monitor implementation at all stages to ensure work is proceeding according to established plans, including analysing implementation difficulties and initiating remedial action; liaises with diverse organizational units to initiate requests; prepares standard terms of reference against programme/project objectives, obtains necessary clearances, processes and follows-up on administrative actions and resolves issues related to project implementation, e.g.

organization of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, etc. Arranges for formal closures of projects, final budget revision, transfer of equipment, clearance, publication and distribution of final report.

Provides secretariat services to committees, ad hoc tasks forces, etc.; drafts and circulates agenda notes to members/participants; assembles background documentation; drafts minutes of the meeting; monitors follow-up actions, etc.

May undertake mission/field work in support of above activities, e.g. Training on database use and management of websites, specific administrative, operational/control tasks for programme/project activities.

Establishes internal databases; sets up, files, stores and manages data and information relevant to the scope of programme/project activities.

Supervises office support staff, including project financial transactions, distribution and review of work assignments, training, and inputs to performance evaluation.

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.
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, data and database management, implementation and evaluation, technical cooperation, programming and budgeting.

Understanding of the functions and organization of the GEF unit and of the organizational structure and respective roles of related units.

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

Ability to identify, independently assess, formulate recommendations and/or resolve a wide range of issues/problems, undertake research and gather information from standard sources and to work well with figures including ability to analyze and understand financial data.

Ability to design information data bases from multiple sources into an integrated programme evaluation system.
Ability to direct, supervise and train office support staff and external partners.

Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness and ability to deal proactively and tactfully with offices throughout the organization.

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.

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.

Education

High school diploma or equivalent.

Job - Specific Qualification

Additional training and certification in project and Programme management is required

Work Experience

A minimum of 10 years of experience in programme management/ project administration, technical cooperation or related area is required.

The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first-level university degree or higher.

Experience in Database Management 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
One (1) or more years of experience in data analytics or related area is desirable

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