Programme Management Assistant at United Nations Environment Programme (UNEP)

Job Description

Responsibilities

• COORDINATION, PLANNING AND IMPLEMENTATION OF ACTIVITIES/PROCESSES:  Provides assistance in support of planning and implementation activities/processes for thematic scientific assessment programme/project initiatives. Assists in the coordination of thematic scientific assessment programme/project planning and preparation; monitors status of for thematic scientific assessment programme/project proposals; takes necessary action to ensure thematic scientific assessment project documents are completed and submitted to relevant parties for approval. Serves as a focal point for coordination, implementation and expedition of thematic scientific assessment programme/project activities, involving extensive liaison with a diverse organizational units to initiate requests, prepare standard terms of reference against programme/project objectives, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to the thematic scientific assessment 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.  Drafts correspondence and communications related to all aspects of thematic scientific assessment programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares unit contributions for a variety of periodic reports.  Provides guidance and training to new/junior staff.  
• FINANCE AND ADMIN ASSISTANCE  Assists in the preparation and analysis of thematic scientific assessment programme/project budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of thematic scientific assessment programme proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed thematic scientific assessment activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.   Support HR and Admin processes.  
• DATA COLLECTION, INTERPRETATION, AND MONITORING/REPORTING:  Researches, compiles, analyses, summarizes, and presents basic information/data for thematic scientific assessment programmes/project and related topics.  Assists in the monitoring and evaluation of thematic scientific assessment programmes/projects; categorizes, updates, tracks and analyses for thematic scientific assessment information 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 of thematic scientific assessment projects, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures in favour of thematic scientific assessment projects. Collaborates with thematic scientific assessment programme/project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled and various planning instruments such as the medium-term plan and internal work plans for thematic scientific assessments; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.   Drafts thematic scientific assessment programme/project summaries, coordinates review and clearance process, and coordinates with editors, designers, translation services, on finalization and publication of thematic scientific assessment reports in multiple languages.   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.  Performs other duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of policies, processes and procedures generally and in particular those related to office administration services. Knowledge of environmental or sustainability issues. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. The ability to perform analysis, modelling and interpretation of data in support of decision-making. Demonstrated ability to apply good judgment in the context of assignments given. 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.  
• 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.  
• COMMUNICATION:  Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Education

• High school diploma or equivalent is required.

Job – Specific Qualification

• Supplementary training in administration, general office support or other relevant fields is desirable.    

Work Experience

• A minimum of seven (7) years of progressive work experience in programme or project administration and assistance, technical cooperation, or related area is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher.    Experience in project management, scientific assessments, science-policy interface, climate change, biodiversity and chemicals management, or related areas is desirable.    Experience working with Microsoft Office 365, content management system or equivalent is desirable.    One (1) year or more of experience in data analytics or related area is desirable.