Senior Programme Management Assistant, G7

Responsibilities

1. Programme Assistance and General Administration

• Independently provides full range of programme/project management and implementation assistance at all phases of the programme/project cycle for, typically, a large and highly complex component of the departmental programme/project initiatives, seeking guidance only in exceptional circumstances.
• Provides assistance in drafting agreements, budget agreements, or contributions for grants or other activities as appropriate
• Researches, 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 resolutions and other legislative decisions that affect programme/project content and oversees the preparation of the relevant database(s) to ensure the incorporation of programmatic and other changes enacted by legislation.
• 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 departments, assess replies, and prepares a summary for the manager with suggestions for further action.
• Prepares newsletters on programme/project-related activities; drafts inputs for a wide range of documents/reports, briefings/debriefings, correspondence.
• Serves as focal point for coordination, monitoring and expedition of implementation activities and participates in programme/project evaluation;
• 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.
• 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; drafts and circulates agenda notes to members/participants; assembles background documentation; drafts minutes of the meeting; monitors follow-up actions.
• May undertake mission/field work in support of above activities, e.g. 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.
• 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.

2. Budget and Finance

• Provides expert assistance in the preparation and development of the work programme and budget
• Works with funding agencies in arranging financing modalities; obtains requisite clearances; ensures establishment of proper monitoring systems through scheduled reporting, review meetings and missions.
• Drafts budget and forecast based on submissions; prepares monitoring checklists, identifying stages of programme/project development, funding source, inputs by reviewing internal and external bodies, and follow-up actions required.
• Monitors budgetary commitments, including verification of charges and obligation documents in IMIS for all financial transactions; prepares periodic budget revisions and ensures appropriate resource allocations; reconciles accounts with amended budget; evaluates trends of financial implementation and makes necessary recommendations to line manager.

3. Human Resources Management

• Coordinates various actions related to the administration of the Fund's human resource activities.
• Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements.
• Reviews and processes personnel actions through UMOJA.
• Advises staff on visa matters.
• Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
• Monitors UMOJA staffing tables for a variety of human resource activities.

4. Contract Administration

• Assists with day-to-day administration of contracts between UNEP and external contractors for outsourced services.
• Audits the contractors' invoices against the goods and services provided by the contractor and approved by UNEP.
• Processes the payment of contractors' invoices and monitor payments.
• Prepares and processes all UNEP 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.
• Performs other duties as assigned.

Education

• High school diploma or equivalent is required.

Job - Specific Qualification

• Relevant training in project administration, finance, budget administration or human resources management is desirable.

Work Experience

• A minimum of ten years (10) of experience in programme or project administration, technical cooperation, or a related area is required.
• The minimum year of relevant experience is reduced to eight (8) years for candidates who possess a first-level university degree or higher.
• Experience working with Enterprise Resource Planning (ERP) system e.g. Umoja is required.
• Experience in the application of staff rules and regulations within the United Nations or a similar international organization is desirable.
• Experience working on one or more of the Multilateral Environment Agreements (MEAs), including the Convention on Biological Diversity, is desirable.
• Experience with Global funds such as the Global Environment Facility (GEF) is desirable.
• Work experience within the United Nations common system or similar international organization 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 this job opening, English is required.