Programme Management Assistant at

3 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

Assists in the coordination of programme/project planning and preparation work for, typically, a medium-size and complex component of the departmental Division Branch/Units Branch programme/project initiatives; monitors status of programme/project proposals and receipt of relevant documentation for review and approval.

Compiles, summarizes, and presents basic information/data on specific programmes/project and related topics or issues.

Reviews project documents, especially cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval.

Reviews budget revisions; verifies availability of funds; ensures necessary approval and entry in computerized budget system.

Serves as focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with a diverse organizational unit to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g.

recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services; and financial backstopping for extrabudgetary funds including grant management, monitoring status of voluntary contributions and compliance with donors reporting requirements, generating budget/expenditures report.

Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, and brings to the attention of management.


  • Drafts correspondence on budget-related issues and prepares and updates periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets.

Provides general office assistance; responds to complex information requests and inquiries; reviews, logs and routes incoming correspondence; sets up and maintains files/records; organizes meetings, workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing.

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.
Provides guidance and training to new/junior staff.
Performs other duties as assigned.

Requirements
Education

High school diploma or equivalent is required.

Job - Specific Qualification

Supplementary training in programme or project management or related field is required.

Work Experience

Five (5) years of experience in programme or project administration, technical cooperation or related area/equivalent field is required.

The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher.

Proven experience working with Enterprise Resource Planning (ERP) systems such as Systems Applications and Products (SAP) is required.
Experience in the support of planning, monitoring, reporting, and evaluation of programmes/projects is desirable.
Experience working in the United Nations common system or similar international organization is desirable.
Experience in processes and procedures related to travel, procurement, finance, or human resources is desirable.
One (1) year or more of experience in data analytics or related area is desirable.

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