Programme Management Assistant

Org. Setting and ReportingThe United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional levels. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. The Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES) is an international agreement between states. It aims to ensure that international trade in specimens of wild animals and plants does not threaten their survival (www.cites.org). The CITES Secretariat is administered by UNEP and is located at the Geneva duty station. Under the direct supervision of the Chief of the Outreach and Projects Unit (OPU), the incumbent will perform the following duties: Responsibilities1. Project Management: • Support in the planning, preparation, and implementation of the Secretariat's complex multi-donor programmes and large umbrella projects, including the EU- and US-funded CITES capacity building and compliance projects and the Swiss annual Secretariat support; • Researches, compiles, analyses, summarizes, and presents primary information/data on specific programmes/project and related topics; • Assist in coordinating programme/project planning and preparation; monitors the status of concept notes and proposals; takes necessary action to ensure project documents are completed and submitted to relevant parties for approval; • Assist in the preparation and analysis of programme/project budget proposals; assists 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 provides that outputs/services are correctly categorized. • Assists in the monitoring of programmes/projects; organize, update, track, and analyze data related to programmes/projects, e.g., accounting records, outputs, resources utilized, deviations/revisions.; 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 the availability of funds; ensures necessary approval and entry into the computerized budget system; initiates financial authorizations for expenditures; • Collaborate with programme/project managers in the Secretariat on performance reporting, including the implementation of recommendations of external evaluations; liaise with relevant officers on the interpretation of the activities/services scheduled in the project document; provides assistance on reporting requirements, guidelines, rules, and procedures and ensures completeness and accuracy of data submitted; • Draft programme/project summaries, coordinates review and clearance process, and coordinate with editor, translation services, on finalization and publication of reports in multiple languages; • Serves as a focal point for coordination, monitoring, and expedition of the programme/project implementation, involving extensive liaison with relevant units and budget holders in performing their responsibilities, preparing standard terms of reference against programme/project objectives, obtaining necessary clearances, process and follow-up on administrative actions and resolving issues related to project implementation; • Prepare, maintain, and update files (electronic and paper) and internal databases; design and generate periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate inspection and reviews. Draft correspondence and communications related to all aspects of programme/project administration, including work plans and budgets, revisions, and other related issues, and perform a quality check on correspondence drafted by colleagues; • Assist in the preparation of communication materials related to the programme/project implementation, including reports, presentations, webpages, and outreach materials; • 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, organization of and participation in training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services. • Liaise with Administration and Finance unit (AFU) to monitor budget expenditures and maintain a record of project budget revisions; • Undertake other administrative and logistical tasks for the prompt and effective implementation of the project as required. 2. Secretarial and Administrative support for OPU: • Undertake financial and administrative tasks of the Unit on an ad hoc basis (such as notetaking, filing, drafting correspondence of a routine nature, scheduling meetings, and making arrangements for staff/participant travel, among others); • Provide general office assistance; set up and maintain files or records; organize meetings and workshops; handle administrative tasks, such as maintaining attendance records; • 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 3. Perform other duties as assigned. CompetenciesPROFESSIONALISM: Knowledge of internal policies, processes, and procedures generally, particularly those related to program or project administration, programming, and budgeting. Understanding the functions and organization of the work unit and the organizational structure and respective roles of related units. Ability to undertake basic research and gather information from standard sources. The ability to perform analysis, modelling, and interpretation of data in support of decision-making. Shows pride in work and achievements; 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 complex 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 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of seven (7) years of experience in program or project administration, technical cooperation, or a related area is required. The minimum number of years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree. Proven experience in supporting multi-donor program implementation, monitoring and managing extra-budgetary grants, and support in resource mobilization is required. Experience in preparing and reviewing legal instruments and contracts, budget management, and serving large international conferences is desirable. Proven experience working with Enterprise Resource Planning (ERP) systems is desirable. Working experience in servicing Parties and Member States on global intergovernmental process, is desirable. One (1) year or more of experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French is desirable. 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. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeAppointment against this post is for an initial period of one (1) 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. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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 Candidate Profile 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. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. 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. 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. United Nations ConsiderationsAccording 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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 FeeTHE 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.