Senior 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. 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 Ecosystem Division drives conservation, restoration and sustainable use of ecosystems to achieve benefits for nature and people: today and future generations. The division works with Member States and partners to strengthen resilience by providing policy and technical support to catalyze sustainable social and economic transformation for biodiversity, people and peace. This position will support the work of the Nature Frameworks Support Unit (NFSU) in the Biodiversity and Land Branch, Ecosystems Division. NFSU supports countries in delivering their commitments under the Convention on Biological Diversity (CBD) and the UN Convention to Combat Desertification (UNCCD) as well as other Multilateral Environmental Agreements (e.g. CITES, CMS). The Unit serves as the technical/substantive lead in guiding UNEP delegations to relevant COPs and meetings. The Unit also liaises closely with UNEP’s Secretariat for the Kunming Biodiversity Fund, serving as the primary technical focal for in-house coordination of UNEP’s potential delivery under the fund. NFSU is also executing a Global Environment Facility (GEF)-funded project titled "Support to Preparation of the First National Report on the Implementation of the Nagoya Protocol on Access to Genetic Resources and the Fair and Equitable Sharing of Benefits arising from their Utilization." to assist 96 GEF-eligible Parties in fulfilling their obligations under Article 29 of the Nagoya Protocol. It is also executing a GEF funded project titled “Support to Preparation of the Fifth National Reports on the Implementation of the Cartagena Protocol on Biosafety” to assist 105 GEF-eligible Parties in fulfilling their obligations under Article 33 of the Cartagena Protocol. This position is located at UNEP, Ecosystems Division, Biodiversity and Land Branch, Nature Frameworks Support Unit at Nairobi duty station. Under the direct supervision of the Head, Nature Frameworks Support Unit, the incumbent will perform the following duties and 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.

• Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify, independently assess, formulate recommendations and/or resolve a wide range of issues/problems, undertake research and gather information from standard sources and to work well with figures including ability to analyze and understand financial data. Ability to design information data bases from multiple sources into an integrated programme evaluation system. Ability to direct, supervise and train office support staff. Able to perform analysis, modeling and interpretation of data in support of decision-making. Demonstrated ability to apply judgment in the context of assignments given and discretion, resourcefulness and ability to deal proactively and tactfully with offices throughout the organization. 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. • Planning& 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 as necessary; uses time efficiently.

High school diploma or equivalent is required.

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

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.

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. 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.

The appointment against this position is limited to the United Nations Environment Programme. Appointment against this position 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 ("FTA limited") in accordance with section 2.2 (b) of administrative instruction ST/AI/2013/1 on Administration of fixed-term appointments. Renewal of appointment is contingent upon continued existence of 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. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. The candidate is responsible for any travel expenses incurred to take-up the appointment. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. 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. 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, religious, 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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