Programme Management Assistant

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Description

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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. 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.   UNEP’s Ecosystems Division works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy and strengthening the environmental management capacity of developing countries and countries with economies in transition. 

Responsibilities

• Assists in the coordination of programme/project planning and preparation work for the Secretariat’s Programme of Work with a focus on implementation of new programme/project initiatives; monitors the status of programme/project proposals and receipt of relevant documentation for review and approval.
•  Compiles, summarizes, presents, and disseminates basic information/data on specific programmes/projects and related topics or issues.
• Reviews project documents, in particular cost plans/budgets, for completeness and compliance with relevant rules and procedures prior to submission for final approval and signature; identifies inconsistencies; reviews and distributes project documents to relevant parties upon approval
• Reviews project budget revisions; verifies availability of funds; ensures necessary approval and entry in the computerized budget system.
• Serves as a focal point for administrative coordination of programme/project implementation activities, involving extensive liaison with diverse organizational units and Implementing Agency partners to initiate requests, obtain necessary clearances, process and follow-up on administrative actions, e.g., recruitment and appointment of personnel/consultants, travel arrangements, training/study tours, authorization of payments, disbursement of funds, processing of legal instruments, and requesting procurement of equipment and services.
• Drafts correspondence on programme, project, and budget-related issues and prepares and updates periodic reports, briefing notes, and graphic and statistical summaries, including responding and communicating with partner agencies and stakeholders.
• Compiles, summarizes, and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery; reviews project reports submitted by Implementing Partners; and brings variances and irregularities to the attention of management.
• 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 and assessing telephone billing.
• Provides guidance/training to new/junior staff.
• Assists with the collection and analysis of data as well as the preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision-making.

Education:

High school diploma or equivalent is required.

Work Experience:

• A minimum of five (5) years of progressive work experience in administration and programme or project management or a related area is required.
• The minimum number of years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree.   
• Experience working with an Enterprise Resource Planning System (ERP) such as SAP or related administrative systems is desirable.   
• Experience working with environmental programmes and projects in the Wider Caribbean Region is desirable.   
• Experience working within the UN common system or similar international organization is desirable.    One (1) year or more of experience in data analytics or related areas is desirable.

Languages:

• English and French are the working languages of the United Nations Secretariat.
• For the post advertised, fluency in English is required.
• Knowledge of Spanish is desirable.   

Source: https://careers.un.org/jobSearchDescription/257110?language=en

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