UN Programme Management Assistant in Kenya

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Posting Title: Programme Management Assistant, G6
Job Code Title: Programme Management Assistant
Department/Office: United Nations Environment Programme
Duty Station: NAIROBI
Posting Period: 04 August 2017 – 02 September 2017
Job Opening Number: 17-Programme Management-UNEP-82870-R-Nairobi (X)
Staffing Exercise N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

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Special Notice

This position is funded for an initial period of one year and may be subject to extension. Appointment against this post is on a local basis. External candidates will be considered only when no suitable candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment.

Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

1. 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.

2. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.

Org. Setting and Reporting

The United Nations Environment Programme (UN Environment) 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. The Africa Office helps to implement UN Environment’s regional programs in Africa by initiating, coordinating and catalyzing regional and sub-regional cooperation and action in response to environmental, challenges, opportunities and emergencies. This position is located in the UN Environment’s Africa Office at the Nairobi Duty Station.

Under the direct supervision of the Director, UN Environment/Africa Office, the incumbent will perform the following duties:

Responsibilities

1.Assist in the administration of the African Ministerial Conference on Environment (AMCEN) Secretariat: provide support to multiple and diverse activities and work processes; support in presentations to governments; intergovernmental bodies and other meetings; Organize official meetings, receptions, service major meetings, workshops and liaise with host country for the preparation; Handle a wide range of administrative duties/processes travel arrangements, visa applications, equipment and conference room bookings; Review travel claims and supporting documentation for completeness, accuracy and validity; Ensure preliminary logistic arrangements are made for the efficient conduct of meetings/conferences; Supervise staff assigned to meeting room; Compile and analyze basic data;

2. Programme Support: Provide assistance in planning and implementation of activities relating to climate change, ecosystem management and environmental governance; Support the programme officers in implementing activities aimed at strengthening partnerships with government and expert institutions for carrying out specific activities related to the implementation of the UNEP work programme: support the programme in coordinating the development, publishing and launch of other technical reports including establishing contracts with partner centres to help carry out the work. Assist in the monitoring and evaluation of programmes/projects; categorize, update, track and analyze data related to programmes/projects;

3. General Office Administration: Implement administrative procedures and systems; Support the quality control function for outgoing documents; proofread and edit texts; Manage emails coming through the section; Manage, update and further develop internal databases; Provide support to the President of African Ministerial Conference on Environment (AMCEN) and other dignitaries during meetings and liaise with him/her on finalization of draft correspondence for signature; Prepare, maintain and update files and internal databases; Archive documentation; Classify reports and forward them to be uploaded to the website; Manage the section appointments; Make arrangement for section meetings, take and distribute meeting minutes; participate actively in the meetings and flag issues of concern; Set up teleconferences with partners and other offices.

4. Perform any other duties as may be assigned.

Competencies

  • Professionalism: Good understanding of the functions and organization of the Office. Good knowledge of administrative policies, processes and procedures, in particular, those related to programme management. Ability to identify and resolve a wide range of issues/problems; ability to work under pressure, ability to extract, interpret, analyze and format data; ability to research and gather information from a wide variety of standard and non-standard sources; demonstrated ability to apply good judgement 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.

    • 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.

    • 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; Uses time efficiently.

Education

High school diploma or equivalent is required. Supplementary training in Programme/Project management and Administration is highly desirable. Must have passed the United Nations Administrative Support Assessment Test (ASAT) or the Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices away from Headquarters.

Work Experience

Minimum of seven (7) years of progressive working experience in programme or project administration is required. Previous experience in providing support to a Secretariat is highly desirable. Experience in reporting and report drafting is required.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Working knowledge of the French language, oral and written, is highly desirable. Knowledge of another official United Nations language is an advantage.

Assessment

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

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