Programme Management Assistant

The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global 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 global environment. UNEP's Ecosystems Division works with international and national partners to provide technical assistance and advisory services for the implementation of environmental policy, and to strengthen the environmental management capacity of developing countries and countries with economies in transition. This position is located in the UNEP/Ecosystems Division/Marine and Freshwater Branch/ GEF International Waters Unit at the Nairobi duty station. Under the overall supervision of the Chief of Unit and direct supervision of the Programme Management Officer, the incumbent will perform the following duties

• Assists in the coordination of programme/project planning and preparation work at all levels of the GEF project cycle for the GEF IW portfolio; monitors status of programme/project proposals, legal instruments and receipt of relevant documentation for review, approval and reporting. • Compiles, summarizes, and presents basic information/data on specific programmes/projects and related topics or issues and feeds relevant information into IPMR regularly. • Reviews project documents, especially cost plans/budgets in close guidance by the FMO, for completeness and compliance with GEF policy and relevant UNEP rules and procedures before submission for final approval and signature; identifies inconsistencies; distributes project documents to relevant parties upon approval. This includes support to GEF project design, and to back up the Programme Management Assistant in conceptualisation and clearance in collaboration with GEF Coordination, QAG secretariat and PRC. • Supports the FMO and Task Managers by reviewing budget revisions; verifies availability of funds; ensures necessary approval and entry in the computerized budget system, including UMOJA. • Serves as focal point for administrative coordination of GEF IW portfolio implementation action along the GEF project cycle and enabling activities, involving extensive liaison with diverse organizational units 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, etc. • Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery, budget overruns, etc., and brings to the attention of Task managers for action, and to the Unit Head and Portfolio manager as appropriate. • Supports drafting legal instruments with Executing Agencies and correspondence on budget-related issues. • Prepares and updates periodic reports, briefing notes for clearance by the TMs and Head of Unit, graphic and statistical summaries, accounting spreadsheets, etc. • 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 and workshops; handles routine administrative tasks, such as maintaining attendance records, assessing telephone billing, etc. • Provides guidance/training to new/junior 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 in consultations with Coms colleagues and feeding into divisional and GEF IW dashboards. • Assists with visualizations and updating information material such as web pages or brochures under guidance by Coms colleagues, TMs and Head of Unit. • Performs other duties as may be assigned.

PROFESSIONALISM: Knowledge of, and ability to apply, financial rules, regulations and procedures in the UN environment. Ability to maintain accurate records, review and interpret a wide variety of data. Ability to identify and resolve data discrepancies and operational problems. The ability to perform analysis, modelling, and interpretation of data in support of decision-making. 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 an 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. COMMITMENT TO CONTINUOUS LEARNING: Keeps abreast of new developments in and around GEF, GEF 9 and policy and project cycle as well as in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.

High school diploma or equivalent is required.

Relevant training in business administration, project management or related field is desirable.

A minimum of five (5) of years of experience in programme or project administration, technical cooperation or 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. A minimum of three (3) years or more experience with SAP or similar Enterprise Resource Planning system (ERP) is required. A minimum of three (3) years or more experience with Global funds such as Global Environment Facility (GEF), Adaptation Fund (AF) and Green Climate Fund (GCF), including design, approval and internalization stages of international projects funded by vertical funding facilities/mechanisms incl. covering the full project cycle and reporting is required. A minimum of three (3) years or more of experience with an international organization is required. Work experience with legal instruments formalizing execution and implementation arrangements with multiple diverse partners is required. A minimum of one (1) year or more of experience in data analytics or related area is desirable. Work experience with executing and implementing partners in all global regions is desirable

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. There are no specific desirable languages. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult

https://languages.un.org

for details).

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Required Languages

Language

Reading

Writing

Listening

Speaking

English

UN Level II

UN Level II

UN Level II

UN Level II

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Appointment against this post is for an initial period of one (1) year and may be subject to extension. External candidate selected for this position will be granted a fixed-term appointment limited ("FTAlimited") in accordance with section 2.2 (b) of the administrative instruction ST/AI/2013/1 on Administration of fixed-term appointments. Renewal of appointment is contingent upon the continued existence of the mandate and availability of funding. If this position is discontinued, the incumbent will be separated from service. United Nations Secretariat staff members who meet the definition of "internal candidate" in staff rule 4.10 who are selected for this position will be reassigned or transferred to the position, without a lien to their parent position. 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. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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 a 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, religion, 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.

According 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. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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